Business Support Officer
Description
- Job grade: Executive Officer
- Contract type: Permanent, Loan, Secondment
- Length of employment: This is a permanent position
- Type of role: Administration / Corporate Support
- Working pattern: Flexible working, Full-time, Job share, Part-time
- Number of jobs available: 1
Location
About the job
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.
Job description
- 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.
Detailed job description and main 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.
Person specification
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.
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%
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.
Things you need to know
Artificial intelligence
Selection process details
This vacancy is using Success Profiles and will assess your Behaviours and Experience.
Success Profiles - GOV.UK
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)
- 1500 word supporting statement.
This should outline how you consider your experience provides 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.
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
If used, the pile(s) ‘Meets all essential criteria’ will proceed to shortlisting.
Shortlisting:
In the event of a large number of applications we may conduct an initial sift, 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 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.
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 interviews are planned, 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
Interview dates are to 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.
If this role is fixed term and you are not currently a Civil Servant, you will take up the post on a Fixed Term appointment; you may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of UKHSA, you will take up the post as a loan which you will need your department to agree. Loans are normally agreed for a period of two years. However, this may be extended where required, subject to agreement between UKHSA and your home department. 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.
If this role is permanent, it may also be available as a loan (for existing Civil Servants only) or secondment arrangement, subject to business need and agreement from the hiring manager and, where applicable, the employee's home organisation.
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.The panel will assess if candidates meet the requirement of the role first, using a specific benchmark system. If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available.
Incident Response Activity
From time to time, the role holder may be required to support UKHSA’s incident response activity by contributing their appropriate expertise within an Incident Cell; during such periods, supported by the line manager, this work will take priority over normal day-to-day responsibilities, commensurate with their grade, skills and experience.
Future location
UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK.
The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.
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:
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.
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
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)
Feedback will only be provided if you attend an interview or assessment.
Security
See our vetting charter (opens in a new window).
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
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 : Nigel Poole
- Email : Nigel.Poole@ukhsa.gov.uk
Recruitment team
- Email : recruitment@ukhsa.gov.uk
Further information
contact the UKHSA Complaints team via email at: Complaints@ukhsa.gov.uk
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 for further information: https://civilservicecommission.independent.gov.uk
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