Data Entry Administrator

Job description

Job responsibilities

Your key responsibilities will include:

Administrative Support

• Provide comprehensive administrative support to teams across the Directorate, including data entry of clinical questionnaires.
• To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality.
• Action routine correspondence, prepare acknowledgements and response letters as requested.
• Collate information and data to help produce reports and documents as required; some may be confidential and/or complex.
• Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
• Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
• Improve the quality of services and contribute to the improvement of the administration service.
• To be responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
• Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.

Information Governance and Information Management

• Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies, and procedures.
• Adhere to clinical governance and security of information arrangements at all times.
• Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA.

Meetings and Events

• Arrange, attend, and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i.e., agendas, action logs, collating and distributing all necessary information and documentation electronically and taking minutes or action notes as required. Ensuring all minutes or action notes are issued in a timely manner and agreed actions are appropriately recorded.
• Assist with organising external and/or internal conferences, away days and training days, including registration, and preparing resources.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Selection process details

This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge, experience, skills and abilities outlined in the essential criteria.

Essential criteria - you will be assessed on the below 5 essential criteria, which have been selected from the Job Description Document.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the 5 essential criteria listed, and this will be in the form of an

• Application form(Employer/ Activity history section on the application

• 500 word Statement of Suitability

This should outline how you consider 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.

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

• Meets all essentialcriteria

• Meets some essential criteria

• Meets no essential criteria

Piles Meets all essentialcriteriawill be moved through to the shortlisting stage.

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

• Experience of verifying and validating the accuracy of entered data

Please do not exceed500 words. We will not consider any words over and above this number. If you are successful at this stage, you will progress to an interview. Unfortunately, late applications will not be considered.

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.

Feedback will not be provided at this stage.

Stage 2: Interview (competency based)

You will be invited to a (single) face to face interview. Remote interview may be offered in exceptional circumstances.

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

There will be a data accuracy test at interview.

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

Location

This role is being offered as office based at our Scientific Campus in Colindale.

If based at one of our scientific campuses, you will be required to have a Counter Terrorism Check security vetting check as a minimum. For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requires Counter Terrorism Check (CTC) clearance. In exceptional circumstances UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.

Eligibility Criteria

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

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Person Specification

Qualifications 1

Essential

• IT skills and Microsoft Office experience, including Word, Outlook, Excel and PowerPoint or equivalent

Knowledge and experience 1

Essential

• Significant office experience with telephone and Microsoft Office experience

Knowledge and experience 2

Essential

• Experience of verifying and validating the accuracy of entered data

Skills / Capabilities/ Behaviours 1

Essential

• Ability to follow guidance, policies, and processes, including handling sensitive and confidential data

Skills / Capabilities/ Behaviours 2

Essential

• Ability to handle telephone enquiries and receive visitors

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

UKHSA Colindale

61 Colindale Avenue

London

NW9 5EQ

Employer's website

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