Job summary
- Main area
- Public Health Programmes
- Grade
- Civil Service: Administrative Officer (AO)
- Contract
- 31 months (Fixed Term Contract until 31/03/2029)
- Hours
- Full time
- Flexible working
- Job ref
- 919-JI-305501-EXT
- Employer
- UK Health Security Agency
- Employer type
- Public (Non NHS)
- Site
- Scientific Campus
- Town
- Colindale, London
- Salary
- £29,613 - £30,266 Per Annum, Pro Rata
- Salary period
- Yearly
- Closing
- 10/09/2026 23:59
Employer heading
Administrative Officer
Civil Service: Administrative Officer (AO)
Job overview
The purpose of the job is to work collaboratively with all members of the team and/or Directorate to provide an accurate and effective administrative support service.
The post holder will 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.
The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.
Main duties of the job
- Administrative Support
- Financial and Resource Management
- Meetings and Events
- Information Governance
- Adherence to all UKHSA Policies and Procedures
- Delivery of corporate goals and objectives
- Category 1 response as necessary
- Professional Development
- Develop key working relationships with a wide range of stakeholders
Continues below
Working for our organisation
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. Please visit our careers site for more information https://gov.uk/ukhsa/careers
Detailed job description and main responsibilities
Specific duties of the role may vary depending on the site and teams/functions.
Administrative Support
- Provide comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff, if required.
- To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality.
- Action routine correspondence, prepare acknowledgements and response letters as requested.
- Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
- Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
- Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
- Improve the quality of services and contribute to the improvement of the administration service.
- To be responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
- Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
Financial and Resource management
- Assist with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office; ensuring appropriate levels of stock are maintained; and arranging travel and hotel bookings.
Meetings and Events
- Arrange, attend and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i.e. agendas, action logs, collating and distributing all necessary information and documentation electronically and taking minutes or action notes as required. Ensuring all minutes or action notes are issued in a timely manner and agreed actions are appropriately recorded.
- Assist with organising external and/or internal conferences, away days and training days, including registration and preparing resources.
Information Governance and Information Management
- Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies and procedures.
- Always adhere to clinical governance and security of information arrangements.
- 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 will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA.
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
- 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 taking phone calls and/or emails from members of the public and/or stakeholders.
This list is not exhaustive
Essential Criteria
- GCSEs in Maths and English or equivalent education, or relevant experience in an administrative/business role.
- IT skills and Microsoft Office experience, including Word, Outlook, Excel and PowerPoint (or equivalent)
- 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
- Ability to prioritise own work and work with minimal supervision
- Ability to produce work that is accurate in a timely manner, whilst multi-tasking and working in a busy environment
- Ability to follow guidance, policies and processes, including handling sensitive and confidential data
- Ability to handle telephone enquiries and receive visitors
Desirable Criteria:
- Talk to relevant people to get advice and information when unsure how to proceed
- Experience handling sensitive and/or confidential data
- Experience of arranging meetings and supporting events and taking minutes
- Experience of working in an office environment
- You are inquisitive, you seek out new information and look for new ways to develop yourself.
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
Competency Based
You will be required to complete an application form. You will be assessed on the listed 7 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.
Healthjobs UK has a word limit of 1500.
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(s) that meets ALL essential criteria’ will proceed to shortlisting.
Shortlisting:
In the event of a large number of applications we will conduct an initial sift, on the lead criteria of:
- GCSEs in Maths and English or equivalent education, or relevant experience in an administrative/business role.
- IT skills and Microsoft Office experience, including Word, Outlook, Excel and PowerPoint (or equivalent)
- 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
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.
Feedback will not be provided at this stage.
Stage 2: Interview
Competency Based
You will be invited to a single face to face interview at Colindale, Scientific Campus, London.
When 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 in the form of questions
Interview 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.
Eligibility Criteria
External Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
Location
This role is being offered as hybrid working based at our Scientific Campus in Colindale, 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 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 (CTC)
When based at our scientific campus, you will be required to have 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.
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. Please be aware that the salary is based on the office location.
Person specification
Application form & supporting statement
Essential criteria
- Application form & supporting statement
Interview
Essential criteria
- Questions on knowledge, experience, skills and abilities
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- John Inglis
- Job title
- Resourcing Officer
- Email address
- [email protected]
- Additional information
If you want to ask any question relating to the role, you can also email [email protected]
List jobs with UK Health Security Agency in Administrative Services or all sectors