Business Support Officer

The UKHSA Data Operations Directorate provides strategic leadership and oversight for developing and managing a common and bespoke suite of performant, modern, secure, data and analytical tools, services, platforms and applications, ensuring access to high quality data and analytics services, internally and externally.
Job Overview
The post holder will provide day-to-day administrative and/or dedicated PA support to Deputy Directors and to the wider Directorate senior management team. 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.
Main Duties & Responsibilities
PA Support
Provide dedicated comprehensive PA support to of one or more individual senior members of the directorate as requested. This may include:
+ reading, monitoring and responding to the manager's email
+ diary management
+ booking complex travel arrangements
+ preliminary drafting of correspondence on the manager's behalf and/or preparing presentations
+ Carrying out basic research
Administrative Support
+ Provide comprehensive administrative support to teams across the Directorate
+ Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required.
+ Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
+ Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.
+ Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.
Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team or Directorate
+ Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.
+ 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.
Project Support
+ Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, for example JIRA. This will include: assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups.
Financial and Resource Management
+ Provide support and information to aid effective management of budgets, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery, receipt goods and maintain log of expenditure.
+ Support the end of year / monthly close down of accounts.
Leadership and Management
+ Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
+ Undertake effective line management of staff (if applicable) within area of responsibility, including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff.
Communication and Key Working Relationships
+ The post holder will develop effective working relationships and communicate regularly either by phone, email or face to face with a wide range of individuals including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls, receive emails and decide relevant action, responding directly where appropriate and this may include external people for example, stakeholders and/or from members of the public as well as other public health organisations e.g. NHS and the Dept. of Health.
Personal and Professional Development
+ Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.
We pride ourselves as being an employer of choice, where Everyone Matters promoting equality 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., This should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with particular reference to the Experience criteria or the essential criteria (outlined in the person specification section).
You will also be asked to provide information within the ‘Employer/ Activity history’ section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history. This will be used in the sifting process and will be scored
Stage 2: Panel Interview
All applicants that progress to interview will be assessed on behaviours / experience / technical / ability through Success Profiles. The interview will be held remotely via Microsoft Teams
The Behaviours tested during the interview stage will be:
+ Changing & improving
+ Making Effective Decisions
+ Delivering at Pace
+ Working Together
Reserve List:
Candidates who pass the interview criteria but are not offered a post will be kept on a reserve list for 12 months and may be contacted if similar roles become available.
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.
Benefits
+ Civil Service Pension Contribution of 27%
+ Learning and development tailored to your role
+ An environment with flexible working options
+ A culture encouraging inclusion and diversity
+ Range of health and wellbeing support
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.
DBS - People working with government systems must complete Basic Personnel Security Standard (BPSS) checks which includes a disclosure and barring security check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed for this role is BPSS however there may be a requirement for this role to be SC cleared and you should familiarise yourself with the criteria of security clearance.
This role is Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants. Appointments to roles within UKHSA will be made in accordance with the Civil Service nationality rules. These can be found at https://www.gov.uk/government/publications/nationality-rules This job is broadly open to the following groups:
+ UK nationals
+ Nationals of Commonwealth countries who have the right to work in the UK
+ Nationals of the Republic of Ireland
+ Nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS)
+ Relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
+ Relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
+ Certain family members of the relevant EU, EEA, Swiss or Turkish nationals
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles.
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 welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Government baseline personnel security standard
It’s important to note that there are currently exceptions to applications being considered if your conviction relates to any of the following:
+ life sentences
+ arson
+ sexual offences
+ hate and terror offences
Some departments will also consider the specific offence against the nature of the business, i.e., a conviction for fraud may rule you out for a finance role
Complaint process:
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: Complaints1@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.
Contact Details – Sophie.Rigney@reed.com
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.

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)

+ Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information
+ Experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes
+ Experienced at working under pressure handling multiple tasks and prioritising own workload
+ Ability to use finance systems and support financial analysis for reports
+ Follow relevant policies, procedures and legislation to complete your work.
+ Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience
+ IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
+ Ability to work without supervision working to tight and often changing timescales
+ 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
+ Understand that bullying, harassment and discrimination are unacceptable.
Desirable criteria:
+ Experience working in a public-sector organisation
+ Line management skills
+ Ability to use digital tools e.g. JIRA

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 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 at one of UKHSA's locations (Birmingham, Leeds, Liverpool, and London). Specialist or regional roles will be based at the appropriate UKHSA site. For certain roles, some additional flexibility may be possible, which will be agreed upon with the hiring manager based on individual requirements and business needs.
Working Pattern – Full Time / Flexible Working/ Hybrid Working
Grade & Salary – Grade EO. National - £25,976- £30,264. Outer –£27,722 - £32,505 Inner - £29,737 - £34,453
New entrants to the Civil Service are expected to start on the minimum of the pay band., Alongside your salary of £25,976, UK Health Security Agency contributes £7,013 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 average employer contribution of 27%