London (Core HQ)
Job Summary
We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.
UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.
The Post Holder Will:
provide day-to-day administrative and/or dedicated PA support to the Directorate or senior management team.
maintain effective working relationships with a variety of stakeholders both internal and external to the organisation.
work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties.
work with colleagues who are based across the country at different sites and/or who work remotely.
Job Description
Specific duties of the role may vary depending on the site and teams/functions.
Administrative Support
Provide comprehensive administrative support across the Directorate, acting as a central coordination point for key business activities.
Lead delegated corporate processes such as updating health and safety risk assessments, reporting sickness absence and submitting required returns.
Engage effectively with internal and external stakeholders, responding to enquiries courteously and directing queries where appropriate.
Organise meetings and events, producing agendas, papers, minutes and action logs, and provide secretariat support as required.
Contribute to developing efficient systems and procedures across the business support function.
Participate in internal projects and working groups on behalf of the Team or Directorate.
Maintain accurate information, undertake data analysis and reporting, and manage databases using appropriate digital tools.
Support effective information management, including maintaining filing systems and coordinating the dissemination or collection of information.
Manage your own workload efficiently, meeting deadlines, and provide cover for colleagues when needed.
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 FARM 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.
Communication and Key Working Relationships
The post holder will develop effective working relationships and communicate regularly either by phone, email, or face to face with a wide range of individuals including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls, receive emails and decide relevant action, responding directly where appropriate and this may include external people for example, stakeholders and/or from members of the public as well as other public health organisations e.g. NHS and the Dept. of Health.
Personal and Professional Development
Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.
Other
In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these are available on UKHSA net and form part of the employment contract.
All staff are expected to contribute to the delivery of corporate goals and objectives.
The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures
As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required.
This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team, Directorate and the Organisation.
Note: This list is not exhaustive
Specific duties of the role may vary depending on the site and teams/functions.
Administrative Support
Provide comprehensive administrative support across the Directorate, acting as a central coordination point for key business activities.
Lead delegated corporate processes such as updating health and safety risk assessments, reporting sickness absence and submitting required returns.
Engage effectively with internal and external stakeholders, responding to enquiries courteously and directing queries where appropriate.
Organise meetings and events, producing agendas, papers, minutes and action logs, and provide secretariat support as required.
Contribute to developing efficient systems and procedures across the business support function.
Participate in internal projects and working groups on behalf of the Team or Directorate.
Maintain accurate information, undertake data analysis and reporting, and manage databases using appropriate digital tools.
Support effective information management, including maintaining filing systems and coordinating the dissemination or collection of information.
Manage your own workload efficiently, meeting deadlines, and provide cover for colleagues when needed.
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 FARM 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.
Communication and Key Working Relationships
The post holder will develop effective working relationships and communicate regularly either by phone, email, or face to face with a wide range of individuals including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls, receive emails and decide relevant action, responding directly where appropriate and this may include external people for example, stakeholders and/or from members of the public as well as other public health organisations e.g. NHS and the Dept. of Health.
Personal and Professional Development
Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.
Other
In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these are available on UKHSA net and form part of the employment contract.
All staff are expected to contribute to the delivery of corporate goals and objectives.
The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures
As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required.
This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team, Directorate and the Organisation.
Note: This list is not exhaustive
Person specification
Essential Criteria
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.
Understand that bullying, harassment, and discrimination are unacceptable.
Significant administrative/ secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information.
Experience of organising meetings and producing supporting paperwork, including agendas, and taking minutes/action notes.
Experienced at working under pressure handling multiple tasks and prioritising own workload.
Ability to use finance systems and support financial analysis for reports.
Follow relevant policies, procedures and legislation to complete your work.
Ability to work without supervision working to tight and often changing timescales.
Educated to degree level/NVQ level 6 in a Business Administration subject or equivalent level of qualification and/or equivalent experience.
IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint.
You work well as part of a team and strive to ensure the team pulls together and is effective.
You are inquisitive, you seek out new information and look for new ways to develop yourself.
An understanding of and commitment to equality of opportunity and good working relationships.
Desirable Criteria
Line management skills.
Ability to use digital tools e.g. JIRA.
Alongside your salary of £32,624, UK Health Security Agency contributes £9,451 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
Learning and development tailored to your role
An environment with flexible working options
A culture encouraging inclusion and diversity
A Civil Service pension with an employer contribution of 28.97%
Artificial intelligence
Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.
Selection process details
This vacancy is using Success Profiles and will assess your Behaviours and Strengths.
Stage 1: Application & Sift
You Will Be Required To Complete An Application Form. You Will Be Assessed On The Listed 13 Essential Criteria, And This Will Be In The Form Of A:
Application form ('Employer/ Activity history' section on the application)
1500 word supporting statement.
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.
You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V –please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.
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
If used, the pile 'Meets all essential criteria' will proceed to shortlisting.
Shortlisting: In the event of a large number of applications we may conduct an initial sift, on the lead criteria of:
Significant administrative/ secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information.
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.
Feedback will not be provided at this stage.
Stage 2: Interview
You will be invited to a single remote interview.
Behaviours and Strengths will be tested at interview.
The Behaviours Tested During The Interview Stage Will Be:
Working together (Lead Behaviour)
Making effective decisions
Managing a quality service
Working at pace
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.
Location
This role is being offered as hybrid working based at our core HQ in London. 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 our office. Our core HQ offices are modern and newly refurbished with excellent city centre transport links and benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).
Security Clearance Level Requirement
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Security Clearance. 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 5 as the role requires Security Check (SC). 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
External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
Salary Information
If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.
Future location
UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK
The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.
Reasonable Adjustments
The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs.
You can find out more information about reasonable adjustments across the Civil Service here: Reasonable Adjustments, Civil Service Careers
International Police check
If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.
Internal Fraud Check
If successful for this role as one aspect of pre-employment screening, applicant's personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub, and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for external candidates to the Civil Service.
Careers website
Please visit our careers site for more information UKHSA Hub, Civil Service Careers
Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).See our vetting charter (opens in a new window).
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Successful candidates must undergo a criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).See our vetting charter (opens in a new window).
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Nationality requirements
This Job Is Broadly Open To The Following Groups:
UK nationals
nationals of the Republic of Ireland
nationals of Commonwealth countries who have the right to work in the UK
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window)
Working for the Civil Service
The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Contact point for applicants
Job Contact :
Name : Timor Miakhel
Email :
Recruitment team
Email :
Further information
The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website here.