About this role
Job summary
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 across Directorate teams, acting as a central coordination point for a wide range of business support activities. This includes delegated responsibility for key corporate processes such as maintaining health and safety risk assessments, monitoring sickness absence, and preparing and submitting reports in a timely manner Communicate effectively with internal and external stakeholders, ensuring enquiries are handled promptly, professionally, and courteously across email, telephone, written correspondence, and face-to-face interactions, escalating where appropriate Organise meetings and events, including coordinating logistics, preparing agendas, producing reports and papers, taking minutes, and maintaining action logs. Provide full secretariat support to meetings and internal networks Support continuous improvement by contributing to the development of systems and procedures that enhance efficiency, quality, and value Participate in working groups, projects, and organisational initiatives, representing the team or Directorate as required Undertake accurate data analysis, reporting, and information management, maintaining databases and filing systems using digital tools. Ensure timely collation and dissemination of information Manage workload effectively, meet deadlines, maintain high standards, and provide cover for colleagues to support team continuity Please note this list is not exhaustive.
About us
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
Job description Job responsibilities
Project Support
Provide project support where a dedicated role is not in place, responding to information requests and undertaking a range of administrative and coordination tasks within tight deadlines. This includes working closely with project teams to support delivery of key objectives, maintaining project documentation and plans, and ensuring accurate and timely updates are captured Assist in the preparation and provision of management information to support decision-making, using digital tools such as JIRA where appropriate Contribute to project activities as directed by the relevant lead or project manager, and actively participate in working groups to support progress and collaboration across programmes Financial and Resource Management
Support effective budget management by working alongside the Finance Business Partner to provide accurate financial information and administrative oversight. This includes raising and managing orders for goods and services using systems such as FARM, receipting goods, and maintaining accurate expenditure records and tracking logs Contribute to monthly and end-of-year financial processes, ensuring that deadlines are met and records are complete and compliant with organisational policies Leadership and Management
Act as a visible, positive, and professional role model, demonstrating strong organisational values and behaviours Provide guidance, training, and support to colleagues within your area of responsibility to promote consistency and continuous improvement Where applicable, undertake line management duties, including conducting appraisals, supporting staff development, overseeing induction and training, and addressing performance, capability, or disciplinary matters in line with organisational procedures Participate in recruitment processes for administrative roles as required. Supervise the day-to-day activities of the business support team, ensuring tasks such as call handling and data input are completed efficiently and to a high standard Communication and Key Working Relationships
Develop and maintain effective working relationships with a wide range of stakeholders, including internal teams, clinical and non-clinical staff, scientists, corporate services, and external organisations Communicate regularly through various channels, including phone, email, and face-to-face interaction, adapting style and approach to suit the audience Manage incoming enquiries, determine appropriate actions, and respond directly where appropriate, including liaising with members of the public, external stakeholders, and partner organisations such as the NHS and the Department of Health Personal and Professional Development
Commit to continuous learning and professional development by engaging in training, development programmes, and the annual appraisal process Build on existing knowledge and enhance skills to meet the competencies and behaviours required for the role, ensuring ongoing personal effectiveness and contribution to team objectives Other Responsibilities
Ensure compliance with all relevant UKHSA policies and procedures, recognising that these form part of the employment contract Contribute to the delivery of corporate goals and support wider corporate service activities as outlined in standard operating procedures As part of UKHSAs responsibilities under the Civil Contingencies Act 2004, be prepared to contribute to emergency preparedness and response for major incidents where required Undertake any additional duties reasonably requested by the line manager, recognising that responsibilities may evolve in line with organisational needs Essential role criteria:
Educated to Level 3 Business Administration / or equivalent experience working at a similar level in an administrative role 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 role criteria:
Ability to use digital tools e.g., JIRA Line management skills Selection Process Details(Competency based)
This vacancy will be assessed using a competency-based framework which will assess your qualifications,knowledgeand experience and / or skills and abilities outlined in the essential criteria.
Stage 1: Application & Sift
Competency Based
You willbe requiredto complete an application form. You will be assessed on the listed12 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, experienceand knowledgeprovide 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. (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).
HealthjobsUK has a word limit of 1500, but your supporting statement must be no more than1000words. We will not consider any words over1000words.
Longlisting:In the event ofa large number ofapplications we will longlist into 3 piles of:
Meets all essential criteria Meets some essential criteria Meets no essential criteria We will take pile Meets all essential criteria willproceedtoshortlisting. Feedback will not be provided at this stage.
Shortlisting:In the event ofa large number ofapplications 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 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 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.
Feedback will not be provided at this stage.
Stage 2: Interview
Competency Based
You will be invited to a single remote interview. Knowledge, experience, skills & abilities will be tested at interview.
Interviews dates to be confirmed. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Additional Information
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.
Please be aware that the salary is based on the office location.
Executive Officer (EO)
£28,547- £33,196 (National) £30,441- £35,576 (Outer London) Location
This role is being offered as office based at either one of our supporting hubs in Fareham, Ashford (Kent), or Horsham. The role can also be worked out of our Scientific Campus in Chilton (Didcot).
If you are based at our scientific campus in Chilton, 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.
Please note hybrid working is not available for this role.
Security Clearance Level Requirement
Successful candidates must pass a basic 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 if based out of Fareham, Ashford (Kent), or Horsham is Baseline Personnel Security Standard and Counter-Terrorist Check for those based out of Chilton.
Eligibility Criteria
Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
Person Specification
Application form and supporting statement Essential
Application form and supporting statement
Essential Criteria Essential
Question on knowledge, experience and skills
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name UK Health Security Agency
Address Scientific Campus / Supporting Hub
Chilton / Fareham / Ashford (Kent) / Horsham
OX11 0RQ
United Kingdom
Employer's website https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)