Swydd wag: Quality Administrator, UK Health Security Agency, Colindale

Crynodeb o'r swydd

Prif leoliad

Administration

Gradd

Civil Service: Administrative Officer (AO)

Contract

Parhaol

Oriau

Llawnamser
Rhan-amser
Rhannu swydd
Gweithio hyblyg

37.5 awr yr wythnos

Cyfeirnod y swydd

919-TM-301699-EXT

Cyflogwr: UK Health Security Agency
Math o gyflogwr: Public (Non NHS)
Gwefan: Scientific Campus
Tref: Colindale
Cyflog: £29,613 - £30,266 per annum, pro rata
Cyfnod cyflog: Yn flynyddol
Yn cau: 18/06/2026 23:59

Quality Administrator

Civil Service: Administrative Officer (AO)

The UK Health Security Agency (UKHSA) prevents, prepares for and responds to infectious diseases, and environmental hazards, to keep all our communities safe, save lives and protect livelihoods.

We provide scientific and operational leadership, working with local, national and international partners to protect the public’s health and build the nation’s health security capability.

UKHSA is an executive agency, sponsored by the Department of Health and Social Care.

Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

Personal & People Development

Actively participate in annual performance and development review
Actively participate and maintain a continuing professional development programme and be aware of relevant developments in their field
To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training Service Improvement
Participate in departmental quality meetings and team meetings in order to discuss team performance, activities, issues, progress, needs, etc.

Health, Safety & Security

In accordance with UKHSA policies and procedures:
To ensure that health, safety and welfare is an afforded priority over other issues and to demonstrate a commitment to health, safety and welfare regarding self, staff and visitors
To work in a safe manner
To report all accidents and incidents
To comply with safety policies, procedures, COSHH and risk assessments
To participate in the internal and external safety audits, as required
To co-operate on matters of health and safety to enable UKHSA to comply with its health and safety responsibilities
To notify any accidents, incidents or near misses’ dangerous situations or shortcomings in health and safety training instructions via the appropriate management structure
Your attention is drawn to the Health and Safety at Work Act of 1974 which requires you to take reasonable care for the health and safety of yourself and others who may be affected by your acts and omissions at work; and co-operate with UKHSA on any matters of health and safety.

Quality

In collaboration with the Quality Team:

Support the UK NEQAS Quality Manager to ensure that the quality system meets appropriate accreditation requirements of ISO/IEC 17043:2023.
To maintain the Quality Management System by conducting administration of all controlled documents on the Quality Management System E.g. SOPs, forms, work instructions and manuals as well as other modules.
Managing the document archive, including the controlled withdrawal and removal of obsolete or superseded versions of documents.
Provide relevant assistance and deliver basic training to EQA Services staff on the use of different Modules of Quality Management System.
Confidentially manage controlled documents which contain sensitive information.
To prepare status reports from the Quality Management System for workload analysis and performance measurement.
To provide administrative support to the UK NEQAS staff where necessary.
Organising, scanning, and filing documentation in a systematic and efficient manner, ensuring records are accurately labelled, securely stored, and easily retrievable. This includes maintaining both electronic and paper filing systems, supporting version control, and ensuring compliance with document management and retention policies.
To provide support for internal and external audits.
Organise meetings including taking meeting minutes, booking meeting rooms, liaising with attendees and arrange catering.
Write and update Standard Operating Procedures which describe the processes involved in activities carried out by the post holder.
Managing and maintaining accurate records of staff training, including logging completed training activities, tracking compliance with mandatory requirements, monitoring training progress, and ensuring all records are up to date and readily accessible for audit and review.
Providing quality administration support, including monitoring and tracking pending tasks, following up with relevant staff to ensure timely completion, updating records and systems, and helping to ensure that all quality-related activities are completed in line with deadlines and requirements.
Ensure the security, confidentiality and appropriateness of storage, access and retrieval of records in accordance with legislation and UKHSA policies.
To perform any other duties required by the Line Managers commensurate with Grade.
Management of UK NEQAS for Microbiology website documents and ensuring information is accurate

Development & Innovation

Assist with the development and introduction of new policies

Procurement & Commissioning

To ensure items needed for their work are stocked and inform line managers when items are low

Services & Project Management

Ensure acceptance checks forms are completed and saved in relevant folders

Essential criteria

Previous experience of working in an administrative environment using computerised data systems
Knowledge of administrative procedures
Working knowledge of Microsoft Office including Word and Excel, Teams and Outlook
Clear communicator with good writing, data entry and telephone skills ensuring accuracy
Ability to work effectively as part of a team
Problem solving skills
Able to work under pressure in a calm and organised manner
Attention to detail when undertaking tasks
Ability to work on own initiative working to tight and often changing timescales
Problem solving skills and ability to respond to sudden unexpected demands
Excellent time management skills with the ability to re- prioritise

Desirable criteria

Knowledge of working with Quality Management Systems
Experience of producing reports, spreadsheets and tracking data trends
Experience of supporting audits and inspections

Selection Process Details

This 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 

You will be required to complete an application form. You will be assessed on the listed 11 essential criteria, and this will be in the form of a: 

Application form (Employer/ Activity history’ section on the application) 
500 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. 

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 500 words. We will not consider any words over 500 words. 

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 piles ‘Meets all essential criteria’ and ‘Meets some essential criteria’ will proceed to shortlisting.

In the event of a large number of applications we may conduct an initial sift, on the lead criteria of:

Knowledge of administrative procedures
Working knowledge of Microsoft Office including Word and Excel, Teams and Outlook
Clear communicator with good writing, data entry and telephone skills ensuring accuracy

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 face to face interview at Colindale, 61 Colindale Avenue, NW9 5EQ . If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview. 

Knowledge, experience, skills & abilities will be tested at interview.

There will be a assessment on the basic use of Microsoft office. Further details will be provided to candidates invited to interview.

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 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) working at our campus. 

Security Clearance Level Requirement

Successful candidates must pass a basic disclosure and barring security check before they can be appointed.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-Terrorist Check.

Based at our scientific campus, 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

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.

Manyleb y person

Application form and supporting statement

Meini prawf hanfodol

Application form and supporting statement

Essential Criteria

Meini prawf hanfodol

Questions on knowledge, experience, skills & abilities.

Assessment

Meini prawf hanfodol

Assessment

IMPORTANT - PLEASE READ

If you experience technical difficulties when using Trac, please contact Support via https://apps.trac.jobs/support and provide screenshots/details of the issue encountered. If Trac cannot resolve your issue, you should notify the UKHSA Recruitment Team at [email protected] as soon as possible.

Please note that where no technical issue has been recorded by Trac, and no supporting evidence has been provided before the closing deadline, we will be unable to accept late applications. We therefore recommend submitting applications well in advance of the closing date and taking screenshots of any issues encountered.

Civil Service Commission | Regulating recruitment into the Civil Service and helping uphold the Civil Service core values of Impartiality, Objectivity, Integrity and Honesty

Artificial Intelligence (AI)

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 for more information on appropriate and inappropriate use.

Link below:

Artificial intelligence and recruitment | Civil Service Careers

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.  You may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan which you will need your department to agree. You cannot take the post up as a fixed term. 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.

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 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.

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.

The panel will assess if candidates meet the requirement of the role first, using a specific benchmark system. 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.

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:

Generous annual leave:
-26 days for the first 5 years of continuous service
-28 days after 5 years of continuous service
-32 days after 10 years of continuous service
-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/

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 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.

Security Vetting

Please check the Security Clearance needed for the role and follow the link for more information:

https://www.gov.uk/government/publications/united-kingdom-security-vetting-clearance-levels/national-security-vetting-clearance-levels

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.