Business Support Officer

Job description

Job responsibilities

Your key responsibilities will include to:

• Provide high level administrative support to the team, including diary management and travel arrangements
• Maintain a range of office management systems and processes
• Use the functions of MS Office including Excel spreadsheets, databases, Word, and PowerPoint.
• Contribute to and propose changes and improvements to local office management systems.
• Maintain an efficient system for managing sustainable development records.
• Maintain an efficient system for managing UKHSAs staff security files.
• Act independently on day-to-day issues and to use own judgement within the autonomy and limitations of the post.
• Promote the adherence to policies and procedures of UKHSA, and to its values and behaviours.
• Manage the timely return of data for HR purposes, to include sickness absence reporting, and any other relevant information requested.
• Maintain effective records of departmental resources to meet the needs of internal and external audit.
• Manage administrative systems for the directorate including staff amendment forms, sickness and annual / special leave.
• Organise meetings, prepare agendas take notes and minutes and ensure follow-up action for meetings.
• Responsible for ensuring that all UKHSA HR policies are adhered to , e.g. visiting working and flexible working requests.
• Co-ordinate local documentation for new starters e.g. IT set up, plus general administrative support.

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 knowledge and experience, and / or skills and abilities outlined in the essential criteria.

You will be required to complete an application form. You will be assessed on the 9 essential criteria listed, and this will be in the form of a:

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

• 1000-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.

Please note that you will only be assessed on the essential criteria listed within the advert and not all those listed in the job description.

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:

• Significant administrative/ secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information.

Please do not exceed 1000 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. In exceptional circumstances, we may be able to offer a remote interview.

Knowledge, experience, skills & abilities will be tested 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 site in Cambridge.

If based at one of our labs, 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

Essential criteria 1

Essential

• 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

Essential criteria 2

Essential

• Significant administrative/ secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information

Essential criteria 3

Essential

• Experience of organising meetings and producing supporting paperwork, including agendas, and taking minutes/action notes

Essential criteria 4

Essential

• Experienced at working under pressure handling multiple tasks and prioritising own workload

Essential criteria 5

Essential

• Ability to use finance systems and support financial analysis for reports

Essential criteria 6

Essential

• Ability to work without supervision working to tight and often changing timescales

Essential criteria 7

Essential

• Line management skills

Essential criteria 8

Essential

• IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel

Essential criteria 9

Essential

• You work well as part of a team and strive to ensure the team pulls together and is effective.

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

Addenbrooke's Hospital

Hills Road

Cambridge

CB2 0QQ

Employer's website

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