About this role
Job summary
As Business Support Officer you will work within the administration team at UKHSA Porton Down. Working closely with Biological Services, the post holder will provide high quality administrative support, contributing to the effective running of business operations and supporting the delivery of key scientific programmes.
The post holder will provide comprehensive day-to-day administrative and secretariat support to the Divisions and its scientific teams, ensuring the effective coordination of business activities and processes. 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 to teams across the Directorate
- Communicate and engage effectively with a range of people, including internal and external staff and stakeholders.
- Responsible for the organisation of meetings and events and production of reports, papers, minutes.
- Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.
- Contribute to effective information management (including maintaining administrative and information resources, i.e. filing systems) and assist with the dissemination and/or collation of information/returns, in a timely manner.
- Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
- Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
- Provide support, including overseeing the placement of orders for goods and stationery through the MaPS system, ensuring accurate receipting and processing of all goods received.
- Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
- Act as a point of contact for GxP archiving activities, supporting archive submissions, retrieval requests and the management of archived records.
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
The Business Support Officer is a key member of the Administration Team, providing high-quality administrative support and advice to scientific teams and Operations team across the division. This is a demanding and varied role that is central to the effective operation of the divisions and wider Directorate.
The post holder will be responsible for delivering a broad range of administrative services, including complex travel arrangements, diary management, meeting and event coordination, the preparation of meeting documentation, and the accurate recording and distribution of meeting minutes and actions. The role involves supporting both internal and external stakeholders. Each Business Support Officer will have designated scientific teams for which they act as a primary administrative contact, ensuring the timely and effective delivery of administrative support.
The post holder will lead on a defined portfolio of responsibilities within the Administration Team, taking an active role in the delivery of services, communication of information, and coordination of activities across divisions. They will build and maintain effective working relationships with UKHSA leaders, colleagues and stakeholders, providing a professional, customer-focused service and contributing to the smooth running of business operations.
This list is not exhaustive.
Essential Criteria
- Experience of providing comprehensive administrative and business support within complex environment and fast-paced functions.
- Demonstrable experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes.
- Strong organisational skills and judgement, including prioritising diary commitments and managing competing demands
- .Experience of working under pressure handling multiple tasks and prioritising own workload.
- IT Skills and Microsoft Office experience, including Word, Outlook, and Excel.
- Excellent written and verbal communication and interpersonal skills with the ability to build trust with stakeholders to achieve goals.
- Ability to work without supervision working to tight and often changing timescales.
Desirable Criteria
- Experience working in the public sector or other large organisation
- Experience of working in a quality regulated environment (e.g. GXP, ISO9001)
- Experience of archiving, record keeping and audit support.
Selection ProcessDetails
This vacancy is using SuccessProfiles andwill assess your Behaviours and Experience .
Success Profiles - GOV.UK
You willbe requiredto complete an application form. You will be assessed onthe listed 7 essentialcriteria,and this will be in the form ofa:
- Application form(Employer/ Activity history section on the application)
- 1500 wordsupporting statement.
This should outline how you consider your experienceprovides 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.
Longlisting: In the event ofa large number ofapplicationswewilllonglistinto 3 piles of:
- Meets all essential criteria
- Meets some essential criteria
- Meets no essential criteria
If used, the pile(s) Meets all essential criteria willproceedto shortlisting.
Shortlisting
In the event ofa large number ofapplications wemay conductan initialsift, on the lead criteria of:
- Experience of providing comprehensive administrative and business support within complex environment and fast-paced functions.
- Demonstrable experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes.
- Strong organisational skills and judgement, including prioritising diary commitments and managing competing demands
Desirable criteria maybeusedin 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
Success Profiles - GOV.UK
You will be invited to a face to face interview at Porton.
If face to face interviewsareplanned, in exceptional circumstances, we may be able to offer a remote interview.
Behaviours and Experience will be tested at interview through questioning.
The Behaviours tested during the interview stage will be:
- Working together (Lead)
- Making Effective Decisions
- Managing a quality service
- Communicating and Influencing
Interviewdates areto 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 office based at our Scientific Campus in Porton.
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 is Security Check (SC).
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 5 years as the role requires Security Check (SC) clearance. 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: This vacancy is open to all external applicants (anyone) from outside the Civil Service as well as 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)
Person Specification
Application form and supporting statement
Essential
- Application form and supporting statement
Behaviours
Essential
- Working together (Lead)
- Making Effective Decisions
- Managing a quality service
- Communicating and Influencing
Experience
Essential
- Experience
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
Porton
SP4 0JG
United Kingdom
Employer's website
https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)