Administration Officer

UK Health Security Agency; Greater London; On-site; GBP 23,000 - 28,000; Full time

Job summary

An established health agency is seeking a dedicated administrative support professional to join their Rare and Imported Pathogens Laboratory. In this role, you will provide essential administrative assistance, manage data entry, and maintain effective communication with various stakeholders. The agency is committed to enhancing health security and reducing inequalities, offering a collaborative environment where your contributions will directly impact public health. With opportunities for professional development and a supportive culture, this position is perfect for those looking to make a meaningful difference in health security.

Benefits

Civil Service pension with employer contribution

Learning and development opportunities

Flexible working options

Inclusive culture promoting diversity

Qualifications

• Experience in IT skills and advanced Microsoft Office applications.
• Ability to work without supervision and manage workload effectively.

Responsibilities

• Provide administrative support to the Rare and Imported Pathogens Department.
• Input data into the Laboratory Information Management System and maintain records.
• Organize meetings and manage communication with stakeholders.

Skills

IT skills

Microsoft Office (Word, Outlook, Excel, PowerPoint)

Data entry

Communication skills

Education

Experience in a Medical or Health Care Environment

Job description

Idmiston, South West England, SP4 0JG

Job Summary

The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

UKHSA’s Remit, As An Agency With a Global-to-local Reach, Is To Protect The Health Of The Nation From Infectious Diseases And Other External Threats To Health. As The Nation’s Expert National Health Security Agency UKHSA Will

• Prevent: anticipate threats to health and help build the nation’s readiness, defences and health security
• Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health
• Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks
• Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise
• Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities.
  
  

Rare & Imported Pathogens Laboratory

The Rare and Imported Pathogens Laboratory (RIPL) provide a diagnostic service for the detection of Arboviruses, Rickettsiae, Viral Haemorrhagic Fever and a range of Hazard Group three bacteria including Bacillus anthracis and Francisella tularensis. The Lyme disease specialist unit diagnostic service transferred to RIPL in 2012.

The Post Holder Will

• Provide a range of administrative support to laboratory staff within the RIPL as required.
• Input data into the Laboratory Information Management System and maintain effective working relationships with a variety of stakeholders.
• Work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team.
• Have experience of working within a Medical or Health Care Environment
  
  

Job Description

Your key responsibilities will include:

Administrative Support

• Provide comprehensive administrative support to the work of the Rare and Imported Pathogens Department always maintaining confidentiality.
• 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 and ensuring telephone calls are triaged to appropriate clinical lead.
• Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
• Arrange meetings, prepare agendas, relevant papers and produce and issue minutes when required. Including booking meeting rooms, venues, coordinating attendees and arranging refreshments.
• In the event of an outbreak or major incident, provide front line support to referring hospitals, laboratories and patients, including clinical and business support to the Clinical Team and Laboratory.
  
  

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.
  
  

Information Governance and Information Management

• Input data into the Laboratory Information Management System, keeping a record of errors and send out daily reports.
• Adhere to clinical governance and security of information at all times.
  
  

Quality and Governance

• Provide support to ensure adherence to governance and quality policies and procedures within the team/Directorate which include:
• Comply to the Human Tissue Act, maintain confidentiality in accordance with CALDICOTT and UK security authorities when relevant.
• Deal appropriately with complex and sensitive internal and external enquiries and documents.
  
  

Communication and 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. 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.

• Internal: Senior UKHSA staff, Clinical and Public Health and Science Group staff, Freedom of Information Officers.
• External: NHS and Private Hospitals, GP’s, Requesting Laboratories, patients and members of the Public, Government departments, other Civil Service departments., Accreditation Bodies (CPA/UKAS).
  
  

Personal and 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.
  
  

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Your Key Responsibilities Will Include

Administrative Support

• Provide comprehensive administrative support to the work of the Rare and Imported Pathogens Department always maintaining confidentiality.
• 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 and ensuring telephone calls are triaged to appropriate clinical lead.
• Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
• Arrange meetings, prepare agendas, relevant papers and produce and issue minutes when required. Including booking meeting rooms, venues, coordinating attendees and arranging refreshments.
• In the event of an outbreak or major incident, provide front line support to referring hospitals, laboratories and patients, including clinical and business support to the Clinical Team and Laboratory.
  
  

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.
  
  

Information Governance and Information Management

• Input data into the Laboratory Information Management System, keeping a record of errors and send out daily reports.
• Adhere to clinical governance and security of information at all times.
  
  

Quality and Governance

• Provide support to ensure adherence to governance and quality policies and procedures within the team/Directorate which include:
• Comply to the Human Tissue Act, maintain confidentiality in accordance with CALDICOTT and UK security authorities when relevant.
• Deal appropriately with complex and sensitive internal and external enquiries and documents.
  
  

Communication and 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. 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.

• Internal: Senior UKHSA staff, Clinical and Public Health and Science Group staff, Freedom of Information Officers.
• External: NHS and Private Hospitals, GP’s, Requesting Laboratories, patients and members of the Public, Government departments, other Civil Service departments., Accreditation Bodies (CPA/UKAS).
  
  

Personal and 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.
  
  

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Person specification

Essential Criteria

• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel and PowerPoint
• Clear communicator with good writing, data entry and telephone skills ensuring accuracy
• Experience of data entry work and delivering good quality telephone skills
• Ability to work without supervision working to tight and often changing timescales and to organise one’s own work in a continuously changing environment
  
  

Alongside your salary of £23,875, UK Health Security Agency contributes £6,916 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
  
  

Selection process details

This vacancy will be assessed using a competency-based framework which will assess your knowledge and experience, and/or skills and abilities outlined in the essential criteria.

Required

You will be required to complete an application form. You will be assessed on the 4 essential criteria listed, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• 500-word Statement of Suitability
  
  

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.

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
  
  

Piles Meets all essential criteria will be moved through to the shortlisting stage.

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

• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel and PowerPoint
  
  

Please do not exceed 500 words. We will not consider any words over and above this number. If you are successful at this stage, you will progress to an interview. Unfortunately, late applications will not be considered.

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.

Feedback will not be provided at this stage.

Stage 2: Interview (competency based)

You will be invited to a (single) face to face interview. If 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.

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 office based at our Scientific Campus in Porton Down.

If based at one of our scientific campuses, 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.

Eligibility Criteria

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

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone.

To help you during the recruitment process, we will consider any reasonable adjustments that could help you.

An adjustment is a change to the recruitment process or an adjustment at work.

This is separate to the Disability Confident Scheme.

If you need an adjustment to be made at any point during the recruitment process you should:

Contact the recruitment team in confidence as soon as possible to discuss your needs.

You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

Artificial Intelligence (AI)

Your application may be rejected and/or you may be subject to disciplinary action if evidence of plagiarism is detected. Examples of plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence (AI), as your own.

Organisation info

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

Internal Fraud check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service.

International Police Check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This Job Is Broadly Open To The Following Groups

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
  
  

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job Contact

• Name : Harry McCullagh
• Email : [e-mail]
  
  

Recruitment team

• Email : [e-mail]
  
  

Further information

[e-mail] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website: https://civilservicecommission.independent.gov.uk/