Administrative Assistant
UK Health Security Agency
Apply before 11:55 pm on Tuesday 10th December 2024
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About the job
Job summary
Job description
Your main duties would be to:
• Provide a comprehensive secretarial/administration service, organising and making arrangements, typing and distribution of documents and reports, recording information and filing and ensuring that all information and documentation is produced to expected standards of performance and according to agreed timescales.
• Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available and that the Team are briefed on any difficulties, problems or issues.
• Build and maintain constructive relationships with others, within Public Health England and externally in order to improve the effectiveness and efficiency of services
• Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of the service including Share point and NHS.net
• Prioritise work and take appropriate steps to manage incoming and outgoing requests for action and/or information, including follow up, according to agreed timescales.
• To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, propose changes to working practices to maximise efficiency/effectiveness of role
You would be required to produce a weekly diary of designated staff. The postholder would be responsible for preparing and distributing reports, agendas and associated papers, together with photocopying and collating papers as required.
You would arrange high level often sensitive meetings as required, ensuring that all concerned are notified of the time, date and venue of meeting, prepare and circulate agendas and minutes. Ensuring equipment required for meeting is available. Arrange teleconference as appropriate. Organise and co-ordinate off site meetings.
You would be required to ensure the team is fully briefed and prepared by having appropriate documentation when attending meetings. To maintain a comprehensive, up-to-date and accurate filing system, including a confidential bring forward system.
You would receive visitors to the department as necessary and provide appropriate assistance.
You would be required to organise and plan UK and overseas travel for conferences and meetings including making train, flight and hotel reservations.
Person specification
You will be assessed on the below 4 essential criteria, which have been selected from the Job Description
Essential criteria:
Experience of:
• records maintenance and filing systems (paper and electronic)
• using a variety of software packages, data entry and good keyboard skills
• liaising with customers and maintaining customer relationships
• managing and communicating sensitive/confidential information
Benefits
- 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%
Things you need to know
Selection process details
This vacancy is using Success Profiles and will assess your Behaviours and Experience
Stage 1: Application & Sift
Success profiles
You will be required to complete an application form. You will be assessed on the above listed essential criteria, 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 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, and you must to to move forward to interview.
Please do not exceed 500 words. We will not consider any words over and above this number.
Feedback will not be provided at this stage.
Stage 2: Interview (success profiles)
You will be invited to a (single) face to face interview. In some special circumstances where candidates cannot attend a face to face interview, a remote interview can take place.
Behaviours will be tested at interview.
The Behaviours tested during the interview stage will be:
- Seeing the bigger picture
• Delivering at Pace
• Working together
• Communicating and influencing
Interviews will be held week commencing TBC. Please note, these dates are subject to change.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
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/
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.
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.
Location
This role is being offered as office working based at our Birmingham Laboratory.
Careers website:
Please visit our careers site for more information https://gov.uk/ukhsa/careers
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
Working for the Civil Service
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).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : Paula Smith
- Email : Paula.smith@ukhsa.gov.uk
Recruitment team
- Email : recruitment@ukhsa.gov.uk
Further information
