Job summary
- Main area
- Admin
- Grade
- Civil Service: Executive Officer (EO)
- Contract
- Permanent
- Hours
- Part time
- Job share
- Flexible working
- Job ref
- 919-GB-633000360-EXT
- Employer
- UK Health Security Agency
- Employer type
- Public (Non NHS)
- Site
- Horsham
- Town
- Horsham
- Salary
- £30,441 - £35,576 Per annum, Pro Rata
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Business Support Officer
Civil Service: Executive Officer (EO)
Job overview
The post holder will provide day-to-day administrative and/or dedicated PA support to the Directorate or senior management team. They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. 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
- Provide comprehensive administrative support to teams across the Directorate
- Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required.
- Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
- Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.
- Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.
- Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre.
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
Main duties continued:
- Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.
- Contribute to effective information management (including maintaining administrative and information resources, i.e., filing systems) and assist with the dissemination and/or collation of information/returns, in a timely manner.
- 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.
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.
Essential criteria:
- Educated to Level 3 and / or equivalent experience working at a similar level
- Significant administrative/secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information
- Experience in using Microsoft Office software i.e., Word, Outlook, Excel, PowerPoint or equivalent
- 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
- Ability to 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 follow relevant policies, procedures, and legislation to complete your work
- Ability to work without supervision working to tight and often changing timescales
- Ability to 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:
- Ability to use digital tools e.g., JIRA
- Experience working in a public sector organisation or other large organisations
- Line management skills
Selection Process Details (Competency based)
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 (12) 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 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 1,000 words. We will not consider any words over 1,000 words.
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) ‘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:
- Significant administrative/secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information
- Ability to work well as part of a team and strive to ensure the team pulls together and is effective.
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 UKHSA Horsham. In exceptional circumstances, we may be able to offer a remote interview.
Knowledge, experience, skills & abilities will be tested at interview .
Interviews will take place w/c 3rd August 2026. (Please note these dates are subject to change).
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 regional office HQ in Horsham.
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 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 pass a Standard 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 Basic Personnel Security Standard.
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.
Person specification
Application form and supporting statement
Essential criteria
- application form and supporting statement
Essential Criteria
Essential criteria
- Questions on experience, Knowledge and Skills
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Gurkamal Bhambra
- Job title
- Resourcing
- Email address
- [email protected]
List jobs with UK Health Security Agency in Administrative Services or all sectors