Administrative Assistant

The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.
UKHSA's remit, as an agency with a global-to-local reach, is to protect the health of the nation from infectious diseases and other external threats to health. As the nation's expert national health security agency UKHSA will:
+ Prevent: anticipate threats to health and help build the nation's readiness, defences and health security
+ Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health
+ Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks
+ Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise
+ Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities., Specific duties of the role may vary depending on the site and teams/functions. Please see below for a list of general duties associated with the role. Please note this list is not exhaustive and may be subject to change., 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.,

• Provide flexible administrative support in-line with emerging priorities/challenges and during periods of capacity pressure. This will include a reciprocal arrangement to contribute to office cover during absence of other administrative team members, where appropriate to the post holder's grade. In addition, staff will become familiar with the other duties of other teams in order to facilitate business continuity during times of emergencies or other pressures.


• Undertake general office duties as necessary, i.e. photocopying, post and organising stock.


• Assist with the packing and postage of survey supplies and vouchers.


• Deal with telephone enquiries and other communications.


• Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.


• Liaise with multi-disciplinary colleagues across UKHSA.

Financial Tasks / Management of Resources

• The post holder may be responsible for managing stock e.g. stationery and/or survey supplies.


• Liaise with the team EO to administer basic financial transactions on UKHSA systems, i.e. place orders and receipt goods/ services on the FARM financial system.

Information Management / Information Governance

• Contribute to office systems and the overall efficiency of the directorate/Centre, i.e. maintaining contact databases, post, filing, and archiving duties.


• Develop and maintain efficient filing systems (paper format and electronic), including contributing to efficient maintenance of electronic data files.


• Data processing and inputting onto databases and case management/surveillance systems.


• Adhere to office security systems, legislation, clinical governance, and security of information at all times.


• Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively. This may include organising comprehensive filing systems and updating and maintaining spreadsheets in Excel.

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 Pulse and form part of the employment contract.


• All staff will adhere to the UKHSA People Charter actively demonstrating the positive behaviours.


• The role holder may be expected to support corporate service activity as set out in the UKHSA Corporate Services Standard Tasks document.


• 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 or Centre and the Organisation.
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.

KEY WORKING RELATIONSHIPS

• You 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, laboratory staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls to/from stakeholders and/or from members of the public., This vacancy will be assessed using a competency-based framework which will assess your Qualifications, knowledge and experience and / or skills and capabilities 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 essential criteria, and this will be in the form of

• a CV/ Application form ('Employer/ Activity history' section on the application)


• a 750 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 four (4) essential criteria listed above.
The CV and Statement of Suitability will be marked separately.
Please note: The system will allow you to write up to 1500 words but please do not exceed 750 words. We will not consider any words over and above this number.
Feedback will not be provided at this stage., UKHSA operates 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 Colindale location in London.
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.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.
Working for the Civil Service
The Civil Service Code 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.
The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.
It's important to note that there are currently exceptions to applications being considered if your conviction relates to any of the following:
+ life sentences
+ arson
+ sexual offences
+ hate and terror offences
Some departments will also consider the specific offence against the nature of the business, i.e., a conviction for fraud may rule you out for a finance role.
If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available .
Starting Salary
Entrants to the Civil Service are expected to start on the minimum of the pay band.
The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase.
Either case is determined by whichever is the highest.
For further details please refer to the Information Sheet - Starting Salaries & Benefits attachment .
IMPORTANT - PLEASE READ
I understand my application may be rejected or I may be subject to disciplinary action if evidence of plagiarism is detected. Examples of plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence (AI), as your own.
This is a Non-Reserved post under the Civil Service Nationality Rules. To be eligible for employment in the UK Civil Service applicants must meet the Civil Service Nationality Rules (CSNRs) which operate independently of and additionally to the Immigration Rules. Applicants must also meet necessary security and vetting requirements, along with any other relevant pre-employment checks.
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
For more information on job nationality requirements and the right to work in the UK, see the Civil Service Nationality rules (opens in a new window) and the UK Visas and Immigration rules (opens in a new window)
For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest.
The Civil Service pay structure and progression is different from NHS Agenda for Change (AfC), most local authority pay grades and other systems that have annual pay increments. For further details, please refer to the Information Sheet- Starting Salaries & Benefits attachment.
For AfC or Medical/Dental posts, you must have the correct professional registration to be appointed. The pay will follow the AfC or Medical & Dental terms & conditions. You may be asked to provide evidence of previous service whilst we are conducting pre-employment checks to determine your starting salary.
For Temporary Appointments, if you are not currently a civil servant, you will take up the post on a Fixed Term appointment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA's Pay policy.
Given the nature of the work of the UKHSA, as a Category 1 responder under the Civil Contingencies Act, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment.
Late Applications will unfortunately not be considered.
The Civil Service embraces diversity and promotes equality of opportunity. 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 (attached as a supporting document).
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: [email protected] 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.
Reserve List - If more than the required number of suitable candidates pass the interview criteria, you may be kept on a reserve list for 12 months subject to your agreement. You may be contacted, in merit-order, if similar roles with closely matching essential criteria become available and the department choose to appoint from a reserve list.
Interview expenses will not be reimbursed.
UKHSA is required to check employment and/or education history covering three consecutive years. Please ensure you give details of at least two different referees, even if you were employed in one company for three years or more.
If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.
Benefits of working at UKHSA include

The post-holder will work collaboratively with colleagues across the Blood Safety, Hepatitis, STI and HIV Division to provide accurate and effective administrative support. In particular, this post involves data entry and processing of data collected in epidemiological studies including the Unlinked Anonymous Monitoring Survey of People Who Inject Drugs. We are seeking an able candidate with experience using Microsoft Office software and with good numeracy and literacy skills. The ability to be flexible whilst working in a busy office will be essential. Previous experience working in an office or reception environment is desirable., Please refer to the attached Job Description for a full list of skills and experience.

• Two or more GCSE's including English and Maths or equivalent qualification / or equivalent experience.


• Experience in using Microsoft Office software i.e. Word, Excel and Outlook.


• You are inquisitive, you seek out new information and look for new ways to develop yourself.


• You work well as part of a team and strive to ensure the team pulls together and is effective.

Desirable Criteria

• Previous experience working in an office and/or reception environment.


• Understanding of data protection legislation.


• Show customers where to access relevant information and support that will help them to use services more effectively.


• Ability to cope with uncertainty and change.
  
  Plus public holidays and one privilege day for the King's birthday

+ Access to a generous Defined Benefit pension scheme with employer contributions.
+ Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving.
+ Access to a retail discounts and cashback site.
+ We also promote flexible working patterns (part-time, job-share, condensed hours). UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing.
+ We also offer a generous maternity/ paternity and adoption leave package.
Hybrid Working
UKHSA operates 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 usually spend a minimum of 60% of your contracted hours (averaged over a month) working at one of UKHSA's locations (approximately 3 days a week pro rata) and the rest of your time working from home.
Disability Confident Scheme
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria at sift to ensure these candidates are invited to interview. If you wish to be included in this scheme please tick the box on your application form.
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 take into account 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: https://www.civil-service-careers.gov.uk/reasonable-adjustments