About this role
Job summary
The post holder will support delivery of day-to-day Emergency Preparedness, Resilience and Response (EPRR) activities within the National Response Centre (NRC), UKHSA's Public Health Emergency Operations Centre. They will assist with a range of projects, workstreams, processes and administrative tasks that help maintain organisational preparedness and support effective incident response. Working as part of a multidisciplinary team, they will help coordinate information, fulfil operational roles during incident response and recovery, maintain records, support meetings, contribute to documentation, and liaise with colleagues and stakeholders across UKHSA and partner organisations as required.
The role will require flexibility, attention to detail and the ability to prioritise tasks in a busy environment, while working under direction and escalating issues appropriately. The post holder may also support out-of-hours, where required, to help maintain the NRC's response function.
Main duties of the job
The post holder will provide administrative, business, coordination and information management support across NRC activity. This includes maintaining rotas, preparing returns, providing cover, managing communications and incident mailboxes, supporting meetings and events, preparing papers, taking minutes, updating action logs and providing secretariat support.
They will undertake operational roles during incidents, including inbox management or support, action tracking and record keeping. The role also involves collating, analysing, reporting and sharing information accurately and in line with information governance and records management requirements.
The post holder will support improvements to systems and procedures, contribute to projects, working groups and service initiatives, and take responsibility for defined areas of work, including offering training, advice and support within remit. They may also support surge arrangements, out-of-hours on-call or seven-day working and will contribute to improving health equity.
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
Provide administrative and business support to teams, including compiling and updating rotas, preparing and submitting returns, and providing cover for other team members as directed by the line manager. Communicate and engage effectively with internal and external staff and stakeholders, dealing with communications promptly and courteously, referring matters to the relevant lead where appropriate, and supporting the management of incident mailboxes. Undertake various operational roles to support incidents, including but not limited to Inbox management or support and Action tracking and Record Keeping functions. Support the organisation of meetings and events, including preparing reports and papers, taking minutes, updating action logs, and providing secretariat support to Incident management teams, internal meetings and networks as required. Contribute to effective information management by collating, disseminating, analysing and reporting information accurately and in a timely way, in line with information governance and records management policies and practices, using relevant digital and IT applications. Support the development of systems and procedures where necessary to improve efficiency, quality and cost effectiveness across the function. Take responsibility for defined areas of work, providing a positive example to others and offering training, advice and support within own area of responsibility, with guidance from the line manager where required. Participate in relevant internal working groups, projects, services and initiatives across the organisation, representing the team, Directorate or Group as required. To ensure 24/7 responsiveness, you may be required to participate in an out-of-hours on-call rota or work over a seven-day period at times. Demonstrate a commitment to understanding and improving health equity. Support training and supervision of surge support NRC as appropriate and required. Other
This document provides an outline of the tasks, responsibilities 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 organisation. Professional Development
Identify, discuss and action own professional performance and training/development needs with the line manager through appraisal or an individual development plan, and undertake ongoing learning and development to build knowledge and skills, including internal or external training where appropriate. Participate in all mandatory training as required, including fire safety, information governance and all other mandatory training. Please note that, in response to service demands, contracted hours may need to be worked across a seven-day rota, including weekends where required. Essential criteria
Educated to Level 2 in English and Maths, or able to demonstrate equivalent literacy and numeracy skills gained through employment, volunteering or other relevant experience. Significant administrative and secretariat experience, including developing, implementing and maintaining administrative systems; handling sensitive information; organising meetings; and producing agendas, minutes and action notes. Able to work under pressure, managing multiple tasks and prioritising own workload while meeting tight and changing timescales. Able to work without supervision, following relevant policies, procedures and legislation when completing work. Able to communicate clearly and concisely, orally and in writing, choosing appropriate channels for the audience and making effective use of digital resources while considering value for money. Strong IT skills, with advanced proficiency in Microsoft Office and confidence using digital tools to support administrative tasks. Able to work effectively as part of a team and contribute to a collaborative, high-performing team environment. Demonstrates curiosity by seeking out new information and opportunities for self-development. Understands and is committed to equality of opportunity and positive working relationships. Desirable criteria
Experience of Emergency Preparedness, Resilience and/or Response Experience working in a public-sector organisation or other large organisations Experience of staff management or supervision. Selection Process Details
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
You willbe requiredto complete an application form. You will be assessed on the listed 9 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 knowledge provide 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. (The application form is the kind of information you would put into your C.V please beadvisedyou will not be able to upload your CV. Please 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 than 1000 words. We will not consider any words over 1000 words.
Longlisting
In the event ofa large number ofapplicationswe will longlist into 3 piles of:
Meets all essential criteria Meets some essential criteria Meets no essential criteria If used, the pile Meets all essential criteria willproceedto shortlisting.
Shortlisting
In the event ofa large number ofapplications we may conductan initialsift, on the lead criteria of:
Significant administrative and secretariat experience, including developing, implementing and maintaining administrative systems; handling sensitive information; organising meetings; and producing agendas, minutes and action notes. Desirable criteria may be usedin the event ofa large number ofapplications/largeamountof successful candidates.
If you are successful at this stage, you will progress to interview & assessment.
Feedback will not be provided at this stage.
Stage 2: Interview
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.
Location
This role is being offered as hybrid working based at any of our Core HQs, or our Scientific Campus in Porton (Salisbury). 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 HQs (Birmingham, Leeds, Liverpool, and London). Our core HQ offices are modern and newly refurbished with excellent city centre transport links and 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 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 is Baseline Personnel Security Standard if based at one of our Core HQ's or Counter-Terrorist Check if based at our Scientific Campus in Porton (Salisbury).
If Based in Porton (Salisbury): Based at one of our scientific campuses, you will be required to have a minimum of 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
External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
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.
Executive Officer (EO):
£28,547- £33,196 (National) £30,441- £35,576 (Outer London) £32,624-£37,737 (Inner London)
Person Specification
Application form and supporting statement Essential
Application form and supporting statement
Interview Essential
Questions on knowledge, experience, skills & abilities.
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 Core HQs or Scientific Campus
Birmingham, Leeds, Liverpool, London, Porton (Salisbury)
E14 4PU
United Kingdom
Employer's website https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)