Detailed job description and main responsibilities

In addition to the Operational Support duties will be required to support the various activities completed by the team which may include:

Project Support

• Support corporate projects and service reviews, identifying requirements and providing options to improve ways of working across the Directorate.
• Undertake project support when there isn’t a dedicated project officer, responding to information requests and other tasks which will involve meeting tight deadlines.
• Assist and work closely with members of the relevant project teams, providing information (including statistical information) to the project lead, planning and managing elements of projects as directed by the relevant lead for business services or project manager.
• In the absence of a project officer maintain project plans, supporting the provision of management information and participating in working groups.

Financial and Resource Management 

• Support the effective management of finance for the team, Directorate, including: 
• Follow UKHSA financial governance processes and support colleagues and budget holders to engage with national and local finance processes as needed. 
• Ensure effective monitoring of project budget expenditure. 
• Provide reports for the management team as required. 
• Undertake procurement of services, supplies and equipment as directed and in line with corporate policy.
• Respond to the requirements of internal and external audit as directed.

Leadership and Management 

• Be a visible, positive and competent role model and motivator; and contribute to the induction of staff. 
• Problem solving, make decisions and accept responsibility for own actions. 
• Support managers to set and monitor team professional standards, including: 
  o    supporting the coordination of training, development and recruitment activity across the team and Directorate.
  o    Development and planning around the staff survey for the Directorate.
  o    delivery of the annual appraisal system and compliance with statutory and mandatory regulations. 
• Effective line management (if applicable) of administrative staff and management of administrative functions to ensure flexibility and capacity to meet the Directorate’s needs. Line management will include: 
  o    undertaking appraisals
  o    ensuring direct reports can achieve their objectives and have access to appropriate training
  o    recruitment and induction
  o    progressing any disciplinary or capability issues 

Quality and Governance 

• Provide support to ensure adherence to governance and quality policies and procedures within the team/Directorate which may include: 
  o    Contributing to the development and monitoring of the Directorate business plan, with responsibility for delivering activities within area of responsibility.  
  o    Contributing to the development, testing and exercising of a Directorate business continuity plan.
  o    Producing written guidance and standard operating procedures for administrative procedures and protocols. 
  o    Contributing to the Directorate governance agenda and working groups. 
  o    Adopt and role model a culture of continuous improvement. 

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 effective working relationships and communicate regularly with a wide range of individuals, including clinical and non-clinical, scientists, academics from Directorates and corporate staff e.g. HR and Payroll. This may include communicating verbally face to face, by email, phone or in writing and may also involve external stakeholders and members of the public as well as other public health organisations e.g. NHS and other Civil Service departments e.g. the Cabinet Office, Department of Health and Social Care and the Home Office.

Other

• In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these is available on PULSE and form part of the employment contract.
• All staff will adhere to the UKHSA values actively demonstrating the positive behaviours All staff are expected to contribute to the delivery of corporate goals and objectives.
• The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures
• As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required

This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team, Directorate and the Organisation.

Essential Criteria

• Degree level/NVQ 6 or equivalent in relevant subject (e.g. Business Administration, Business Management) or equivalent experience in a similar area of work
• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint
• Ability to work without supervision working to tight and often changing timescales and to organise one’s own work in a continuously changing environment.
• Experience of undertaking secretariat functions / administering meetings, events.
• Experience of writing and preparing reports for senior colleagues and / or meetings.
• Communicate clearly and concisely both orally and in writing.

Desirable Criteria

• Experienced of use of systems to order goods and services and an understanding of relevant policies and procedures.
• Experience working in a public sector organisation.  
• Experience or understanding of budget management, business planning and business continuity processes.
• Work with others to identify areas for improvement and simplify processes to use fewer resources.

Selection Process

Stage 1: Application & Sift 

Success Profiles

This vacancy is using Success Profiles and will assess your Behaviours, Strengths, Skills and Experience.

You will be required to complete an application form. You will be assessed on the listed 6 essential criteria, and this will be in the form of a: 

• Application form (‘Employer/ Activity history’ section on the application)
• 750 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 Application form and Statement of Suitability will be marked together.

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 

Pile 'meets all essential criteria' will proceed to shortlisting.

Shortlisting: In the event of a large number of applications we will shortlist on

• the ability to work without supervision working to tight and often changing timescales and to organise one’s own work in a continuously changing environment 

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.
 
Please do not exceed 750 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, experience, skills and strengths will be tested at interview.

The behaviours tested will be:

• Making effective decisions (lead)
• Changing and improving
• Leadership
• Managing a quality service

Interviews will be held on 1st and 2nd July. 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.

Selection Process

Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV. 

Eligibility Criteria

External: Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).  

Location

This role is being offered as hybrid working based at any of our Core HQs. 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 one of UKHSA's core HQ’s (Birmingham, Leeds, Liverpool, and London- Canary Wharf).

Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from 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 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.