About this role
Job summary
The post holder will lead on a number of business support functions for the Directorateand be responsible for the implementation and management of relevant systems andprocesses. The post holder may work with colleagues who are based across thecountry at different sites and/or who work remotely.
Main duties of the job
- Identify opportunities to improve business processes within functions and across the Directorate.
- Provide secretariat and managerial support for senior management meetings and external networks.
- Deputise for colleagues during absence or holidays (where applicable).
- Support delivery of the Directorate business plan and strategic priorities.
- Provide executive assistance to Director/SLT, including oversight of diary/emailmanagement, preparing briefings and presentations, commissioning work,managing correspondence in the Director's absence, and undertaking research orad hoc projects.
- Specific duties of the role may vary depending on the site and teams/functions.
Please note, the above 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
Operational Support
- Provide comprehensive operational support across corporate functions such asfinance, accommodation, HR, governance, business continuity, riskmanagement, staff engagement, and internal communications, including ExecutiveAssistant support to a Director when required.
Project Support
- Support corporate projects and service reviews, offering recommendations to improveways of working across the Directorate.
- Provide project support in the absence of a dedicated project officer, responding to information requests and meeting tight deadlines.
- Work closely with project teams to provide information (including statistical data), assist with planning, and manage assigned project elements.
- Maintain project plans, support management information needs, and participate inworking groups when a project officer is unavailable.
Financial and Resource Management
Support effective financial management across the team and Directorate, including:
- Ensuring UKHSA financial governance is followed and supporting colleagues to engage with finance processes
- Monitoring project expenditure and producing financial reports for management.
- Undertaking procurement activities in line with policy.
- Responding to internal and external audit requirements.
Leadership and Management
- Act as a visible, positive role model and contribute to staff induction. Take responsibility for problem-solving, decision-making, and personal accountability.
- Support managers in maintaining professional standards, including coordinating training, development, recruitment, staff survey input, and appraisal compliance.
- Provide effective line management (where applicable), including appraisals, objective setting, training access, recruitment, induction, and managing performance or capability issues.
Quality and Governance
Support adherence to governance and quality standards, including:
- Contributing to the Directorate business plan and delivering relevant activities.
- Supporting development, testing, and exercising of the business continuity plan.
- Producing written guidance and SOPs for administrative procedures. Contributing to governance working groups.
- Promoting continuous improvement.
Communication and Relationships
- Develop strong working relationships and communicate regularly with a broad range of clinical, non-clinical, corporate, scientific, academic, and external stakeholders (e.g., NHS, Civil Service departments, members of the public). Communication methods include facetoface, email, phone, and written correspondence.
Personal and Professional Development
- Participate in ongoing professional development and the annual appraisal process tomaintain skills and meet competency requirements
- Undertake all mandatory training (e.g., fire safety, information governance)
Essential Criteria
- Educated to degree level (or equivalent qualification) in Business Management, Operations Management, or a related discipline, or able to demonstrate substantial equivalent experience leading business operations, service improvement and organisational performance initiatives.
- Experienced in providing secretariat support, administering meetings and events, and preparing high-quality reports and communications for senior stakeholders.
- Knowledge of budget management, business planning, business continuity, procurement processes, and the policies and procedures associated with ordering goods and services.
- Strong organisational skills with the ability to work independently, prioritise competing demands, manage changing deadlines, and coordinate the work of a team in a fast-paced environment.
- Effective people leader with the ability to manage team dynamics, promote continuous improvement, seek and act on feedback, and support delivery of shared objectives.
- Advanced IT skills, including Microsoft Office (Word, Outlook, Excel and PowerPoint), with a strong attention to detail and a proactive approach to problem-solving, process improvement and increasing efficiency through technology.
- Excellent verbal and written communication skills, with a commitment to equality, inclusion and respect, fostering positive working relationships and ensuring bullying, harassment and discrimination are not tolerated.
Selection Process Details
This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and / or skills and abilities outlined in the essential criteria.
Stage 1: Application & Sift
Competency Based
You will be required to complete an application form. You will be assessed on the listed 7 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, experience and 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 be advised you 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.
Healthjobs UK 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 of a large number of applications, we will longlist into 3 piles of:
- 1. Meets all essential criteria 2. Meets some essential criteria 3. Meets no essential criteria
If used, the pile(s) Meets all essential criteria will proceed to shortlisting. Shortlisting:
In the event of a large number of applications we will conduct an initial sift, on the lead criteria of:
- Educated to degree level (or equivalent qualification) in Business Management, Operations Management, or a related discipline, or able to demonstrate substantial equivalent experience leading business operations, service improvement and organisational performance initiatives.
- Effective people leader with the ability to manage team dynamics, promote continuous improvement, seek and act on feedback, and support delivery of shared objectives.
If you are successful at this stage, you will progress to interview & assessment. Feedback will not be provided at this stage. Stage 2: InterviewCompetency Based
You will be invited to a single face to face interview at either Ashford, Kent or Horsham, West Sussex.
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.
Interview dates are yet to be confirmed.
Location
This role is being offered as hybrid working based at our offices in either Ashford, Kent or Horsham West Sussex.
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 in the office.
Security Clearance Level Requirement
Successful candidates must pass a basicdisclosure 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 Basic Personnel Security Standard.
Eligibility Criteria
This vacancy is open to all external applicants (anyone) from outside the CivilService 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, highersalary. Pay increases are through the relevant annual pay award for the role and terms.
Person Specification
Application form and supporting statement
Essential
- Application form and supporting statement
Essential Criteria
Essential
- Questions on Experience, knowledge 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
Health Protection Operation Centres
Horsham/Ashford, Kent
RH12 1XH
United Kingdom
Employer's website
https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)