Job responsibilities
Your key responsibilities will include:
PA Support
Provide dedicated comprehensive PA support to of one or more individual senior members of the directorate as requested. This may include:
- Reading, monitoring, and responding to the manager's email
- Diary management
- Booking complex travel arrangements
- Preliminary drafting of correspondence on the manager's behalf and/or preparing presentations
- Carrying out basic research
Administrative Support
- Provide comprehensive administrative support to teams across the Directorate
- Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required.
- 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, telephone, letter or in person, referring to the relevant lead where appropriate.
- Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.
- Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.
- Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre.
- Carry out timely and accurate information analysis and reporting on agreed areas of working and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.
- Contribute to effective information management (including maintaining administrative and information resources, i.e. filing systems) and assist with the dissemination and/or collation of information/returns, in a timely manner.
- 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.
- In a radiation emergency, provide administrative support to the teams based at Chilton, a role which might involve some shift working and non-standard hours.Project Support
- Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, for example JIRA.
- This will include: assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups.Financial and Resource Management
- Provide support and information to aid effective management of budgets, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery using the MaPS system, receipt goods and maintain log of expenditure.
- Support the end of year / monthly close down of accounts.
Leadership and Management
- Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
- Undertake effective line management of staff (if applicable) within area of responsibility, including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff.
- Supervise the business support team on their day-to-day activities, which may include call handling or data inputting.
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 11 essential criteria listed, and this will be in the form of a:
- Application form (Employer/ Activity history section on the application)
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 supporting statement will be marked together.
Longlisting: In the event of a large number of applications we will longlist into 3 piles of:
- Meets all essentialcriteria
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 hybrid working based at our Scientific Campus in Chilton.
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).
If based at one of our scientific campuses, you will be required to have a minimum of 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.
