MaPs Administrator

Job description

Job responsibilities

Responsibilities will include

Secretarial duties

• Word-processing and typing (including audio typing) of correspondence, manuscripts, minutes and other documents (Microsoft Word, intermediate/advanced level)
• Make travel, hotel arrangements and bookings
• Produce presentations (Microsoft PowerPoint, intermediate level)
• Organise external and internal meetings: book rooms and refreshments, and take minutes
• Use of the internet to retrieve requested information (basic/intermediate level)
• Produce tables or graphs (Microsoft Excel and Microsoft Access, basic/intermediate level

Administrative duties

• Manage the RL-C telephones and deal appropriately with telephone enquiries.
• Route calls, take messages and ensure messages are relayed to staff within an appropriate timescale
• Assist all laboratory staff and visitors with any administrative enquiries
• Order stationery
• Clerical duties
• Data entry
• Photocopy
• Collect and distribute post
• File correspondence and reports.
• Archive data.

General Duties

• Assist with training of administrative or laboratory staff, where appropriate and as directed by the Business Manager.
• Provide flexible cover of secretarial and administrative work within theDepartment.
• Any other duties as requested by the Business Manager

Essential Criteria:

• At least A-C grade GCSE English Language or equivalent and secretarial experience.
• Knowledge of Word, PowerPoint and Outlook (Microsoft Office) to intermediate level
• Knowledge of Excel and Access (Microsoft Office) to basic level
• Experience of an electronic ordering system
• Acquiring new skills
• Good interpersonal skills
• Willing to learn
• An understanding of and commitment to equality of opportunity and good working relationships.

Desirable Criteria:

• Working knowledge of Excel and/or Access (Microsoft Office) to Intermediate level
• Take and transcribe minutes
• Interest in healthcare/public health

Selection Process Details

Stage 1: Application & Sift

This vacancy is usingSuccess Profiles

You will be required to complete an:

• Application form (Employer/ Activity history section on the application)
• 800 word supporting statement

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 800.

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role.

The Application form and supporting statement will be marked together .

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

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

Only candidates who are in the pile Meets all essential criteria will progress to full sift

Shortlisting: In the event of a large number of applications we will shortlist on "At least A-C grade GCSE English Language or equivalent and secretarial experience."

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 & assessment

Please do not exceed 800 words. We will not consider any words over and above this number.

Please note feedback will not be provided at this stage.

Stage 2:Interview(success profiles)

You will be invited to a remote interview.

Interviews will be held week commencing 18/08/25, please note these dates are subject to change.

This vacancy is being assessed using Success Profiles. During the interview we will assess you against the below:

Behaviours: Communicating and Influencing, Changing and Improving, and delivering at pace

Strengths - You will also be assessed against strengths

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

External

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 Scientific Campus in Colindale. 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).As it is 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.

Successful candidates must pass a disclosure and barring security check.

Person Specification

Application form and Supporting Statement

Essential

• Application form and Supporting Statement

Behaviours

Essential

• Communicating and Influencing
• Changing and Improving
• Delivering at pace

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

Colindale

London

NW9 5EQ

Employer's website

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