Job summary
Employer heading
Administrative Officer
Civil Service: Administrative Officer (AO)
Job overview
We are recruiting an Administrative Officer (AO) to work in the UKHSA North West Cumbria and Lancashire business support team.
The AO is a key member of our operational team supporting the busy health protection response, and you will need to be a strong administrator, proficient with Microsoft Office packages, and be able to work accurately with pace to meet tight deadlines. You will also be required to keep up-to-date with current practice and learning, and adhere to legislation, policies and procedures.
This is a diverse and interesting role, and one which requires a flexible approach as workload priorities can change.
You will be joining our North West multi-disciplinary team made up of consultants, practitioners, surveillance scientists, emergency planning and business support colleagues.
We have a friendly and collaborative team where everyone’s role is valued and contributes to the UKHSA mission to keep the local population health secure.
Main duties of the job
Operate and update a range of databases and computerised case management / surveillance systems. Input confidential data and information accurately and completely, using the correct formats.
Deal with complex telephone enquiries and other communications re infectious diseases and incidents that may require a high degree of tact, diplomacy and confidentiality.
Organising and supporting internal and external meetings where you will be expected to take minutes, both via Microsoft Teams and face-to-face.
Provide comprehensive administrative support, including preparing and responding to routine correspondence, and diary management of one or more senior staff.
See candidate pack for full duties.
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
Main duties of the job are listed above, and full details are in the attached candidate pack.
Post Location
Your contractual and operational base will be in Preston. The role includes hybrid working which allows for staff who can operate remotely at home and in the office, to fulfil their role and responsibilities in line with the team and UKHSA’s policies and guidance. The successful candidates will be expected to attend site 60% of their working time in line with current Civil Service expectations. On non-office days, the individual may work from home. Other travel from time to time may be required.
Application Process Details
To apply for the role you are required to complete an online application form. Unfortunately, late applications will not be considered.
Stage 1 - Application & Sift:
This vacancy will use competency-based questions to assess the behaviours, experience, ability, technical skills/qualifications, strengths and commitment to equality and diversity detailed in the essential person specification.
As part of the application process, you will be asked to provide a detailed Personal Statement / Statement of Suitability of up to 1500 words which will be assessed in line with the criteria listed in the person specification.
Applicants are strongly advised to use the criteria in the job description/person specification (available online) as sub-headings in their application to make it clear how they meet each of the selection criteria.
You will also be asked to provide information within the ‘Employer/ Activity history’ section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history.
In the event a high volume of applications is received, an initial sift will be based on the essential criteria: Microsoft Office experience and call handling experience. Candidates who pass the initial sift will be progressed to a full sift.
Stage 2 – Interview
All candidates who are successful at the sift stage will progress to a single video interview and will be assessed on the essential criteria as advertised.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed for this role is BPSS
Interviews will be held in May 2024. 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.
Person specification
Qualifications
Essential criteria
- Educated to a level 2 qualification and / or relevant experience working at a similar level
Knowledge and Experience
Essential criteria
- Experience of using Microsoft Office software i.e., Word, Excel, Outlook, and PowerPoint or equivalent
- An understanding of and commitment to equality of opportunity and good working relationship
Skills
Essential criteria
- Ability to prioritise own work and work with minimal supervision
- Ability to produce work that is accurate in a timely fashion, 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
- Ability to work well as part of a team
Documents to download
Further details / informal visits contact
- Name
- Naomi Oates
- Job title
- Business Support Manager
- Email address
- [email protected]
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