Administrative Officer (Liverpool) - #1749124

Liverpool

Job Summary

We are recruiting two Health Protection Administrative Officers (AO) to work in the UKHSA North West Cheshire and Merseyside business support team.

The AO is a key member of our operational team supporting the busy health protection response, and you will need to be a strong administrator, proficient with Microsoft Office packages, and be able to work accurately with pace to meet tight deadlines. You will also be required to keep up-to-date with current practice and learning, and adhere to legislation, policies and procedures.

This is a diverse and interesting role, and one which requires a flexible approach as workload priorities can change.

You will be joining our North West multi-disciplinary team made up of consultants, practitioners, surveillance scientists, emergency planning and business support colleagues.

We have a friendly and collaborative team where everyone’s role is valued and contributes to the UKHSA mission to keep the local population health secure.

Working for your 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.  

Job Description

• Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies, and procedures.
• To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality.
• The post holder will develop effective working relationships and communicate regularly with a wide range of individuals via phone, email and face to face including, local team members and managers, clinical and non-clinical staff and scientists. The post holder may also take phone calls and/or emails from members of the public and/or stakeholders
• Provide comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff, if required.
  
  

For a full list of the main duties and responsibilities of the role, please refer to the attached Job Description

• Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies, and procedures.
• To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality.
• The post holder will develop effective working relationships and communicate regularly with a wide range of individuals via phone, email and face to face including, local team members and managers, clinical and non-clinical staff and scientists. The post holder may also take phone calls and/or emails from members of the public and/or stakeholders
• Provide comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff, if required.
  
  

For a full list of the main duties and responsibilities of the role, please refer to the attached Job Description

Person specification

Essential Criteria

• Educated to a level 2/GCSE Maths & English qualification or equivalent and/or relevant experience working at a similar level within administration
• Experience of using Microsoft Office software i.e., Word, Excel, Outlook, and PowerPoint or equivalent
• Ability to communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money
• Ability to prioritise own work and work with minimal supervision
• Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
• Ability to follow guidance, policies, and processes, including handling sensitive and confidential data
• Ability to handle telephone enquiries and receive visitors
• Ability to work well as part of a team
• You are inquisitive, you seek out new information and look for new ways to develop yourself
• An understanding of an commitment to equality of opportunity and good working relationships
  
  

Desirable criteria

• Experience handling sensitive and/or confidential data
• Experience of arranging meetings and supporting events and taking minutes
• Experience of working in an office environment
• Talk to relevant people to get advice and information when unsure how to proceed
  
  

Alongside your salary of £23,875, UK Health Security Agency contributes £6,916 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 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%
  
  

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 assessments

Required

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

• Application form (‘Employer/ Activity history’ section on the application)
• 1500 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.

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
  
  

The following will be taken through to the next stage:

• Meets all essential criteria
  
  

Shortlisting

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

• Experience of using Microsoft Office software i.e., Word, Excel, Outlook and PowerPoint or equivalent
• Ability to handle telephone enquiries and receive visitors
  
  

Desirable criteria may be used in the event of a large number of applications / large amount of successful candidates.

If you are successful at this stage, you will progress to interview & assessment.

Please do not exceed 1500 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

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.

Stage 2: Interview

You will be invited to a (single) face to face interview. 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

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 - External 

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

Location

This role is being offered as hybrid working based at the Liverpool site.

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).

Security Clearance Level Requirement  

Successful candidates must pass a disclosure and barring security check.  

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.

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.

Internal Fraud check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service.

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

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

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
  
  

Further information on nationality requirements (opens in a new window)

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 equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

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 equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job Contact

• Name : Gurkamal Bhambra
• Email : [email protected]
  
  

Recruitment team

• Email : [email protected]
  
  

Further information

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: https://civilservicecommission.independent.gov.uk