Administration Officer

Job description

Job responsibilities

Your key responsibilities will include:

Administrative Support

• Provide comprehensive administrative support to the work of the Rare and Imported Pathogens Department always maintaining confidentiality.
• Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email and ensuring telephone calls are triaged to appropriate clinical lead.
• Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
• Arrange meetings, prepare agendas, relevant papers and produce and issue minutes when required. Including booking meeting rooms, venues, coordinating attendees and arranging refreshments.
• In the event of an outbreak or major incident, provide front line support to referring hospitals, laboratories and patients, including clinical and business support to the Clinical Team and Laboratory.

Financial and Resource Management

• Assist 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.

Information Governance and Information Management

• Input data into the Laboratory Information Management System, keeping a record of errors and send out daily reports.
• Adhere to clinical governance and security of information at all times.

Quality and Governance

• Provide support to ensure adherence to governance and quality policies and procedures within the team/Directorate which include:

1. Comply to the Human Tissue Act, maintain confidentiality in accordance with CALDICOTT and UK security authorities when relevant.
2. Deal appropriately with complex and sensitive internal and external enquiries and documents.

Communication and Key Working Relationships

The post holder will develop effective working relationships and communicate regularly with a wide range of individuals, including clinical and non-clinical, scientists, academics from Directorates and corporate staff. This may include communicating verbally face to face, by email, phone or in writing and may also involve external stakeholders and members of the public as well as other public health organisations e.g.

• Internal: Senior UKHSA staff, Clinical and Public Health and Science Group staff, Freedom of Information Officers.
• External: NHS and Private Hospitals, GPs, Requesting Laboratories, patients and members of the Public, Government departments, other Civil Service departments., Accreditation Bodies (CPA/UKAS).

Personal and Professional Development

• Identify, discuss and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events
• To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training.

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 4 essential criteria listed, and this will be in the form of a:

• 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:

• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel and PowerPoint

Please do not exceed 500 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. If face to face interviews are planned, 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 Scientific Campus in Porton Down.

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

Essential criteria 1

Essential

• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel and PowerPoint

Essential criteria 2

Essential

• Clear communicator with good writing, data entry and telephone skills ensuring accuracy

Essential criteria 3

Essential

• Experience of data entry work and delivering good quality telephone skills

Essential criteria 4

Essential

• Ability to work without supervision working to tight and often changing timescales and to organise one's own work in a continuously changing environment

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 Porton Down

Manor Farm Road

Porton Down, Salisbury

SP4 0JG

Employer's website

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