Job responsibilities
Managing the administration unit
- Managing a unit of up to 18 staff and associated resources
- Setting targets and monitoring performance
- Taking the lead in projects involving service development (financial/contractual)
- Dealing with more complex, sensitive and often contentious issues eg complex queries on contracts, difficult staffing issues
- Input to quality assurance programmes and service level agreements
- Supporting the departments radiation emergency response role
Administration of consultancy contracts
- Analysing complex information, including contractual and technical specifications, identifying relevant features and implementing changes to working practices.
- Agreeing appropriate terms and conditions with external clients
- Preparation and submission of tenders and quotations
- Preparing reports, writing replies to complex and sensitive correspondence.
- Driving change to a paperless office and an ethos of flexibility and continuous improvement
Financial
- Budget management
- Preparing costings, monitoring expenditure, working within delegated budgets and timescales
- Preparing reports for the service managers meeting on, for example, pricing
- Dealing with external contractors to ensure project work is undertaken to specification
- Acting within delegated signing powers to sign off invoices, sales orders etc
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, ie fire safety, information governance and all other mandatory training
- Develop capability within the team to provide effective administrative effort in accordance with the UKHSA radiation emergency response plan
KEY WORKING RELATIONSHIPS
The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal and external to UKHSA. This will include:
Internal
- Departmental staff - daily
- Department Heads of all RP Sciences Departments - weekly
- Business Support Managers of all RP Sciences Departments - weekly
- Corporate support staff in Facilities, Travel, Finance, Procurement, HR etc - daily
External
- External suppliers
- Contractors
- EC Staff
- Government agencies and departments
- Stakeholders
- Clients
- Members of the public
Essential Criteria
- Degree or professional qualification (NVQ 6) in relevant subject (e.g. Business and Finance or Procurement) or significant experience
- Good knowledge and experience of Microsoft Office suite, including Word, Excel, Access, PowerPoint and Teams
- Experience of planning and implementing changes within the defined business support area
- Leadership skills for day-to-day control of work within a business support area also able to prioritise own workload and that of others
- An ability to communicate effectively; formally, informally, in writing and orally to clients, UKHSA staff and other stakeholders
- Excellent organisational skills and ability to work well under pressure and to deadlines
- Ability to assess complex situations and interpret detailed contract documents
- Full clean UK driving license and willingness to travel to the other office locations and stay overnight
- A high level of personal integrity and ability to form good working relationships with clients and staff
- An understanding of and commitment to equality of opportunity and good working relationships
Desirable Criteria:
- Experience of participating in interview panels
- Ability to work unsupervised, remain focused for long periods and concentrate on the matter in hand
- Capable of creativity and innovation to resolve novel issues and problems and desire to drive continual improvement
- Ability to make presentations to other staff and external clients
Selection Process DetailsThis vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and/or skills and abilities outlined in the essential criteria.
Stage 1: Application & Sift
Competency-based assessments
You will be required to complete an application form. You will be assessed on the listed 10 essential criteria, and this will be in the form of a:
- Application form (Employer/ Activity history section on the application)
- 1000 word supporting statement.
This should outline how 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 essential criteria
- Meets some essential criteria
- Meets no essential criteria
The pile 'meets all essential criteria' through to shortlisting.
Shortlisting: In the event of a large number of applications we will shortlist on the lead criteria of:
- Leadership skills for day-to-day control of work within a business support area also able to prioritise own workload and that of others
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 & assessmentPlease do not exceed 1000 words. We will not consider any words over and above this number.
Feedback will not be provided at this stage.
Stage 2: Interview
Competency based
You will be invited to a single remote interview.
Knowledge, experience, skills & abilities will be tested at interview.
There will be a written test immediately after the interview, for which a written brief will be given, but no preparation is required.
Interviews dates to be confirmed.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Selection Process
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.
Eligibility CriteriaExternal-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 at Chilton or our Labs at Glasgow/Leeds. 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) working at UKHSA's scientific campus site at Chilton or lab at Glasgow/Leeds.
Security Clearance Level Requirement
Successful candidates must pass a disclosure and barring security check.
Successful candidates must meet the security requirements before they can be appointed.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.
