Administrative Officer

UK Health Security Agency

Information:

This job is now closed

Job summary

We are seeking to recruit an experienced, motivated, and enthusiastic Administrative Officer to support the Yorkshire & Humber Health Protection Acute Response Function as part of a busy Yorkshire & Humber Business Support Team. The post holder will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties.

Main duties of the job

The key responsibilities will include:

  • Providing comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff
  • Being responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality.
  • Actioning routine correspondence, prepare acknowledgements and response letters as requested.
  • Collating information and data to produce reports and documents as required; some may be confidential and/or complex.
  • Assisting with the dissemination and/or collation of information/returns for business operations in a timely manner.
  • Providing Incident Co-ordination administrative cover on rotation as required (if applicable)
  • Improving the quality of services and contribute to the improvement of the administration service.
  • Responsibility for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
  • Providing cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
  • Assisting with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office; ensuring appropriate levels of stock are maintained; and arranging travel and hotel bookings.

This is not an exhaustive list. Please see the job description document for the full list of duties.

About us

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.

UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Date posted

16 January 2025

Pay scheme

Other

Salary

£23,489 to £25,394 a year per annum, pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

919-JP-306323-EXT

Job locations

Quarry House

Quarry Hill

Leeds

LS2 7UE


Job description

Job responsibilities

Working as an Administrative Officer, the post holder will take an active role in providing support to the Acute Response Function delivered by the Y&H Team. The duties will include call handling, processing of laboratory reports, notifications of infectious diseases and updating the Case and Incident Management System. They will also be expected to support meetings including minute taking, recording of action points, and contributing to maintenance of various trackers.

Selection Process

Stage 1: Application & Sift

Competency-based assessments

You will be required to complete an application form. You will be assessed on the below listed 8 essential criteria taken from the job description document (for a full list of essential criteria please see the JD document) and this will be in the form of a:

  • Application form (Employer/ Activity history section on the application
  • 750 word Statement of Suitability.

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

The Application form and Statement of Suitability will be marked together.

Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV.

Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

  • Meets all essential criteria
  • Meets some essential criteria
  • Meets no essential criteria

Please note that all those meeting all the essential criteria will be taken through to shortlisting.

Shortlisting: In the event of a large number of applications we will shortlist on:

  • Experience of using Microsoft Office software i.e., Word, Excel, Outlook and PowerPoint or equivalent.
  • Ability to communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.
  • Ability to prioritise own work and work with minimal supervision.
  • Ability to follow guidance, policies, and processes, including handling sensitive and confidential data.

Desirable criteria may be used in the event of a large number of applications / large amount of successful candidates.

If you are successful at this stage, you will progress to interview and assessment.

Please do not exceed 750 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview (Competency based)

You will be invited to a face to face interview in Leeds. In exceptional circumstances, we may be able to offer a remote interview.

Knowledge, experience, skills & abilities will be tested at interview.

There will be a technical test as part of the interview process.

Interviews will be held week commencing 17th and/or 24th February 2025. Please note, these dates are subject to change.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Location

This role is being offered as hybrid working based at our Core HQ in Leeds. We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours approximately 3 days a week pro rata, (averaged over a month).

Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.

Job description

Job responsibilities

Working as an Administrative Officer, the post holder will take an active role in providing support to the Acute Response Function delivered by the Y&H Team. The duties will include call handling, processing of laboratory reports, notifications of infectious diseases and updating the Case and Incident Management System. They will also be expected to support meetings including minute taking, recording of action points, and contributing to maintenance of various trackers.

Selection Process

Stage 1: Application & Sift

Competency-based assessments

You will be required to complete an application form. You will be assessed on the below listed 8 essential criteria taken from the job description document (for a full list of essential criteria please see the JD document) and this will be in the form of a:

  • Application form (Employer/ Activity history section on the application
  • 750 word Statement of Suitability.

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.

The Application form and Statement of Suitability will be marked together.

Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV.

Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

  • Meets all essential criteria
  • Meets some essential criteria
  • Meets no essential criteria

Please note that all those meeting all the essential criteria will be taken through to shortlisting.

Shortlisting: In the event of a large number of applications we will shortlist on:

  • Experience of using Microsoft Office software i.e., Word, Excel, Outlook and PowerPoint or equivalent.
  • Ability to communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.
  • Ability to prioritise own work and work with minimal supervision.
  • Ability to follow guidance, policies, and processes, including handling sensitive and confidential data.

Desirable criteria may be used in the event of a large number of applications / large amount of successful candidates.

If you are successful at this stage, you will progress to interview and assessment.

Please do not exceed 750 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview (Competency based)

You will be invited to a face to face interview in Leeds. In exceptional circumstances, we may be able to offer a remote interview.

Knowledge, experience, skills & abilities will be tested at interview.

There will be a technical test as part of the interview process.

Interviews will be held week commencing 17th and/or 24th February 2025. Please note, these dates are subject to change.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Location

This role is being offered as hybrid working based at our Core HQ in Leeds. We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours approximately 3 days a week pro rata, (averaged over a month).

Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.

Person Specification

Application Form & Statement of Suitability

Essential

  • Application Form & Statement of Suitability

Qualifications and Experience

Essential

  • Educated to GCSE level (including English and Maths) and / or equivalent experience working at a similar level.
  • Experience of using Microsoft Office software i.e., Word, Excel, Outlook and PowerPoint or equivalent.
  • Ability to communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.
  • Ability to prioritise own work and work with minimal supervision.
  • Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment.
  • Ability to follow guidance, policies, and processes, including handling sensitive and confidential data.
  • Ability to handle telephone enquiries and receive visitors.
  • Ability to work well as part of a team.

Desirable

  • Experience handling sensitive and/or confidential data.
  • Experience of arranging meetings and supporting events and taking minutes
Person Specification

Application Form & Statement of Suitability

Essential

  • Application Form & Statement of Suitability

Qualifications and Experience

Essential

  • Educated to GCSE level (including English and Maths) and / or equivalent experience working at a similar level.
  • Experience of using Microsoft Office software i.e., Word, Excel, Outlook and PowerPoint or equivalent.
  • Ability to communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money.
  • Ability to prioritise own work and work with minimal supervision.
  • Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment.
  • Ability to follow guidance, policies, and processes, including handling sensitive and confidential data.
  • Ability to handle telephone enquiries and receive visitors.
  • Ability to work well as part of a team.

Desirable

  • Experience handling sensitive and/or confidential data.
  • Experience of arranging meetings and supporting events and taking minutes

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

UK Health Security Agency

Address

Quarry House

Quarry Hill

Leeds

LS2 7UE


Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)

Employer details

Employer name

UK Health Security Agency

Address

Quarry House

Quarry Hill

Leeds

LS2 7UE


Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)

For questions about the job, contact:

Recruitment Officer

Jon Payne

recruitment@ukhsa.gov.uk

Date posted

16 January 2025

Pay scheme

Other

Salary

£23,489 to £25,394 a year per annum, pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working

Reference number

919-JP-306323-EXT

Job locations

Quarry House

Quarry Hill

Leeds

LS2 7UE


Supporting documents

Privacy notice

UK Health Security Agency's privacy notice (opens in a new tab)