Administrative Officer

The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

UKHSA’s remit, as an agency with a global-to-local reach, is to protect the health of the nation from infectious diseases and other external threats to health. As the nation’s expert national health security agency UKHSA will:

• Prevent: anticipate threats to health and help build the nation’s readiness, defences and health security
• Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health
• Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks
• Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise
• Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities.

Job overview

The York FW&E Laboratory provides a microbiology testing and advisory service to Local Authorities, Port Health Authorities, hospitals and commercial clients across the North of England. The laboratory is accredited to ISO 17025 and is recognised as an Official Laboratory for the microbiological examination of food and foodstuffs.

Main duties of the job

The post holder will provide efficient and effective clerical and administrative support to the laboratory. They will undertake administrative, financial, and human resource related tasks under the direction of the Laboratory Administrator & Business Support manager.

• Laboratory Management Team
• Laboratory Administrative Team
• Laboratory staff across the FW&E Microbiology Service
• Other laboratory staff throughout UKHSA

• Local and Port Health Authorities
• Commercial Customers
• Professional Contacts, including UKAS
• Hospitals
• Members of the Public
• Couriers and other sub-contractors

Working for our organisation

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

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

Detailed job description and main responsibilities

Your key responsibilities will include to:

• provide a complete administrative and secretarial support function to the laboratory, on a day-to-day basis performing duties such as the typing of letters, reports and papers for publication and the preparation of audio-visual aides, using the appropriate computer package. Organise local meetings involving room booking and informing attendees of meeting arrangements.
• Receive orders from the laboratory and process on Money and People Services (MAPS) which is the UKHSA finance, purchasing, HR and payroll system, this will often involve phoning suppliers and obtaining up to date prices and product details. The post-holder will also enter goods received notes on to the system and maintain a file of all orders which will be updated daily. Place and follow up urgent orders by telephone as required.
• Support the data entry staff by entering and interpreting information on the laboratory computer systems including the use of the Laboratory Information Management System (LIMS) for FW&E samples.
• Liaise with customers and colleagues both by telephone and e-mail systems where appropriate regarding the provision of information from laboratory systems, including supporting the Laboratory Manager in the provision of contract and financial information.
• take, and where appropriate, deal with, enquiries to the laboratory regarding our activities.
• Assist in general administrative duties including post, photocopying and maintaining filing systems, including both manual and electronic files.
• participate in the supervision and training of other staff, in particularly regarding data entry activities.
• assist in the updating and writing of Standard Operating Procedures for administrative functions.

• Be adaptable to change and to work flexibly, maintaining appropriate levels of training as necessary.
• Maintain effective communication with line managers and to ensure that where problems occur, they are highlighted with the Laboratory Manager and are documented using appropriate laboratory policy.
• Demonstrate a positive attitude to the laboratory and other members of the team.
• To perform any other duties, commensurate with grade, as requested by the Line Manager.
• Organise and review Transport collections for our customers.

• Respond to requests and communicate accurately, information and results to other laboratory staff, as required.
• Refer queries to other, more senior staff, as appropriate.

• To assist the laboratory administrator in the invoicing of all laboratory customers and settlement of any associated queries.

• Participate in activities necessary for the maintenance and development of the Quality System in accordance with UKAS requirements.
• Support the laboratory’s accreditation to ISO 17025 and ensure compliance with UKAS and other accreditation and certification standards.

• Assist in the maintenance of equipment in the administration area in order to ensure efficient and safe operation.
• Assist in the maintenance of stocks of stationery, ensuring that stocks are received, stored and used appropriately.

• To support the implementation of new methods and technologies into the laboratory, in order to maximize quality and efficiency of testing
• Support appropriate income generation activities for the laboratory, in accordance with the National FW&E objectives, in conjunction with the Laboratory Management Team.

• To be competent in the use of the laboratory’s IT systems and for the basic inputting of data into the system.

• To ensure confidentiality and conformity to the requirements of the Data Protection Act, Caldicott principles and the Laboratory Information Systems and Technology Security policy.
• To ensure that health and safety are afforded priority and to demonstrate commitment to health, safety and welfare of self, staff and visitors.
• To ensure attendance of self and managed staff on safety training courses as required in the UKHSA Health and Safety Training Policy and other safety policies as appropriate.
• To agree to implement safety objectives.
• To ensure that a Laboratory/Office Safety Code of Conduct is implemented.
• To ensure that risk assessments are implemented and maintained.
• To report risks that cannot be controlled to the Laboratory Manager
• To notify accidents, near misses, dangerous situations and shortcomings in health and safety via the appropriate management structure.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Essential Criteria:

• Good standard of general education e.g. GCSE level including English language
• Experience of working as part of a team
• IT literate with some experience of data entry
• Experience of working with integrated software packages, including Windows, MS Office, Email, and internet
• Maintain adequate levels of confidentiality
• To be able to work in an organised and flexible manner, with the ability to cross over to other office roles when necessary
• Ability to prioritize own workload effectively
• Communicate clearly both orally and in writing with a wide range of people of differing levels within the organisation
• Word process and data input both precisely and quickly in a variety of formats
• Demonstrate a high level of motivation and commitment to high standards

Selection process details

This vacancy is using Success Profiles and will assess your Behaviours, Experience and Strengths.

Stage 1 - Application & Sift:

You will be required to complete an application form. You will be assessed on the 10 essential criteria listed, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application
• 750 word Statement of Suitability

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.

The CV/Application form and Statement of Suitability will be marked separately, and you must pass both to progress to interview.

Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

Piles Meets all essential criteria and Meets some essential criteria will be moved through to the shortlisting stage.

Shortlisting: In the event of a large number of applications we will shortlist on:

• Word process and data input both precisely and quickly in a variety of formats

Please do not exceed 750 words. We will not consider any words over and above this number. If you are successful at this stage, you will progress to an interview. Unfortunately, late applications will not be considered.

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.

Feedback will not be provided at this stage.

Stage 2: Interview (success profiles)

You will be invited to a (single) face to face interview. Remote interview may be offered in exceptional circumstances.

Behaviours, Experience and Strengths will be tested at interview.

There will be a data entry test at interview.

The Behaviour's tested during the interview stage will be:

• Communicating and Influencing (lead)
• Making Effective Decisions
• Managing a quality service
• Delivering at Pace

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/lab based at our Scientific Campus in York:

YO41 1LZ

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

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Person specification

Application form

• Application form

Statement of Suitability

• Statement of Suitability

Behaviours

• Making Effective Decisions
• Communicating and Influencing
• Managing an quality service
• Delivering at pace

IMPORTANT - PLEASE READ

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.

Applicants must also meet necessary security and vetting requirements, along with any other relevant pre-employment checks.

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

For more information on job nationality requirements and the right to work in the UK, see the Civil Service Nationality rules (opens in a new window) and the UK Visas and Immigration rules (opens in a new window)

Either case is determined by whichever is the highest.

The Civil Service pay structure and progression is different from NHS Agenda for Change (AfC), most local authority pay grades and other systems that have annual pay increments. For further details, please refer to the Information Sheet- Starting Salaries & Benefits attachment.

For AfC or Medical/Dental posts, you must have the correct professional registration to be appointed. The pay will follow the AfC or Medical & Dental terms & conditions. You may be asked to provide evidence of previous service whilst we are conducting pre-employment checks to determine your starting salary.

You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA’s Pay policy.

Given the nature of the work of the UKHSA, as a Category 1 responder under the Civil Contingencies Act, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment.

Late Applications will unfortunately not be considered.

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

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).

The Civil Service embraces diversity and promotes equality of opportunity. The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles.

If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website here.

Reserve List - If more than the required number of suitable candidates pass the interview criteria, you may be kept on a reserve list for 12 months subject to your agreement. You may be contacted, in merit-order, if similar roles with closely matching essential criteria become available and the department choose to appoint from a reserve list.

Interview expenses will not be reimbursed.

UKHSA is required to check employment and/or education history covering three consecutive years. Please ensure you give details of at least two different referees, even if you were employed in one company for three years or more.

If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.

Benefits of working at UKHSA include:

• Generous annual leave:
• 26 days for the first 5 years of continuous service
• 28 days after 5 years of continuous service
• 32 days after 10 years of continuous service
• Plus public holidays and one privilege day for the King’s birthday
• Access to a generous Defined Benefit pension scheme with employer contributions.
• Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving.
• Access to a retail discounts and cashback site.
• We also promote flexible working patterns (part-time, job-share, condensed hours). UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing.
• We also offer a generous maternity/ paternity and adoption leave package.

Hybrid Working

UKHSA operates 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 usually spend a minimum of 60% of your contracted hours (averaged over a month) working at one of UKHSA's locations (approximately 3 days a week pro rata) and the rest of your time working from home.

Disability Confident Scheme

If you wish to be included in this scheme please tick the box on your application form.

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 take into account 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 could be time accrued over that period.

Internal Fraud check

Currently this is only for External candidates to the Civil Service.