Job summary
Employer heading
Administration Officer
Civil Service: Administration Officer
Job overview
The Administration Officer will play a crucial role in ensuring the smooth and efficient operation of administrative processes within the Pensions Team, to support the delivery of UKHSA’s objectives.
Your responsibilities will involve performing a variety of administrative tasks to support the daily operations of the Pensions Team. You will be responsible for maintaining accurate records, coordinating schedules, and providing general administrative support commensurate with the grade as directed by the line manager.
Main duties of the job
Working as an Administrative Officer at UKHSA, which is a fast-growing operation of 7000 plus employees, your main responsibilities will include:
- Act as a point of contact for Pension enquiries related to the functions of the team. Handle the queries in line with pension procedures, either responding as appropriate or referring to another member of the team.
- Access Pensions online system for the collection of notification, update systems then file as appropriate.
- Maintain employee databases as required, including updating from various sources, collecting and checking data, supplying information as instructed.
- Support the pensions team by organising and maintaining the electronical filing system, ensuring easy retrieval of documents and information when needed.
- Support the maintenance of Pension management systems, including (but not limited to) processes for filing, staff availability, schedules of meetings, diaries, addresses/distribution lists, email address and contact details.
- Use the functions of MS office including mail merge, spreadsheets, data bases and PowerPoint
- Support the maintenance of the Pensions Team guidance, newsletter, communication and weblinks.
- Provide administrative support to the pensions team, such as preparing presentations, formatting documents, and assisting with projects as assigned.
- Undertake research as directed.
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.
Detailed job description and main responsibilities
This is an exciting role within the People Group (HR) in UKHSA, working within the Payroll and Pensions Team.
Our Administrative Office will work within our Pension Team to aid the delivery of a high quality, customer focused, proactive and efficient operational Pensions service to meet UKHSA priorities.
They will have responsibility of the day-to-day tasks of answering pension queries, processing basic pension tasks, and supporting the Pension Team.
You will work closely with the Pension Team, Payroll Team, HR Team, and Recruitment Managers to ensure effective, integrated working quality of service between recruitment, payroll and pensions, and HR administration functions.
Providing proactive and visible pensions support to managers and their teams in accordance with service level agreements and KPI’s. Always ensuring pension queries resolved in a timely fashion.
Essential Criteria:
- Educated to GSCE level or demonstrate administrative experience
- Experience of working administration
- Basic skill in Microsoft Word, Microsoft Excel, and PowerPoint
- Understanding of the importance of Confidentiality
- Ability to communicate effectively
- Ability to work as a team
Desirable Criteria:
- Knowledge of Pensions.
Selection Process:
This vacancy is using Success Profiles.
Stage 1: Application & Sift
Success profiles
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 1000 word Statement of Suitability.
This should outline how your skills, experience, and knowledge provide evidence of your suitability for the role- with reference to the essential criteria.
The CV/Application form and Statement of Suitability will be marked separately, and you must pass both to move forward to interview.
Longlisting: In the event of a large number of applications we will longlist.
Shortlisting: In the event of a large number of applications we will shortlist on the lead criteria of Making Effective Decisions.
If you are successful at this stage, you will progress to interview & assessment.
Please do not exceed 1000 words. We will not consider any words over and above this number.
Feedback will not be provided at this stage.
Stage 2: Interview (success profiles)
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:
- Making Effective Decisions (lead criteria)
- Working Together
- Delivering at Pace
- Seeing the Bigger Picture
Interviews will be held week commencing 20th May . 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 information
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 one of UKHSA's locations (Birmingham, Leeds, Liverpool and London). Specialist or regional roles will be based at the appropriate UKHSA site.
Eligibility Criteria
Option 1 - External
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
Person specification
Statement of Suitability
Essential criteria
- Statement of Suitability
CV/Application
Essential criteria
- CV/Application
Success Profiles: behaviours
Essential criteria
- Making Effective Decisions
- Working Together
- Delivering at Pace
- Seeing the Bigger Picture
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
- Wendy Burney
- Job title
- Senior Pensions Officer
- Email address
- [email protected]
- Additional information
For information regarding the role please contact Wendy Burney, Senior Pensions Officer, [email protected]
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