Administrative Officer London, England
Job description
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Contents
Location
About the job
Benefits
Things you need to know
Apply and further information
Location
About the job
Job summary
Job description
- Provide comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff, if required.
- To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy and confidentiality.
- Action routine correspondence, prepare acknowledgements and response letters as requested.
- Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
- Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
- Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
- Improve the quality of services and contribute to the improvement of the administration service.
- To be 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.
Person specification
A - Application
I - Interview
C – Proof of qualification / membership of professional body
T - Test
Description
Essential
Desirable
Assessment
Qualifications
2 A-Levels or more or NVQ 3 or equivalent level of education in a relevant subject or equivalent experience
A
Knowledge and experience
Experience handling sensitive and/or confidential data
A
Experience of arranging meetings and supporting events and taking minutes
A
Experience of working in an office environment
A
Skills / capabilities/ behaviours
IT skills and Microsoft Office experience, including Word, Outlook, Excel and PowerPoint or equivalent
T
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.
I
Understand that bullying, harassment and discrimination are unacceptable
I
Talk to relevant people to get advice and information when unsure how to proceed
I
Ability to prioritise own work and work with minimal supervision
I
Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
T
Ability to follow guidance, policies and processes, including handling sensitive and confidential data
I
Ability to handle telephone enquiries and receive visitors
A
You work well as part of a team
I
You are inquisitive, you seek out new information and look for new ways to develop yourself.
A
Equality and diversity
An understanding of and commitment to equality of opportunity and good working relationships.
I
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 average employer contribution of 27%
Things you need to know
Selection process details
Eligibility
This vacancy is open to all Civil Service employees and employees of accredited non-departmental public bodies (NDPBs) who were appointed on merit following a fair and open competition; or were appointed to a permanent post through an exception in the Civil Service Commissioners' rules.
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.
People working with government assets must complete Basic Personnel Security Standard checks.
Application Process Details
This vacancy will assess the behaviours, experience, ability, technical skills/qualifications, strengths and commitment to equality and diversity detailed in the person specification.
As part of the application process, you will be asked to provide a detailed Personal Statement / Statement of Suitability of up to 750 words. This should outline how you consider your skills, knowledge experience and achievements provide evidence of your suitability for the role, with particular reference to the person specification.
STAGE 1 - APPLICATION & SIFT:
You will be required to submit a personal statement of suitability (Max 750 Words) based on the essential criteria advertised.
Please be aware the box provided for this statement may allow more than the word limit requested so please do check your word count.
If you are successful at this stage, you will progress to interview.
Unfortunately, late applications will not be considered.
STAGE 2 - INTERVIEW:
All candidates who are successful at the sift stage will undertake a single video interview.
Reserve list
If we receive applications from more suitable candidates than we have vacancies for at this time, we may hold suitable applicants on a reserve list for 12 months, And future vacancies could be offered to candidates on the reserve list without a new competition.
The panel will assess if candidates meet the requirement Of the role first using a specific benchmark system. If you were interviewed for the post and do not meet the required threshold for the specific grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available.
Complaints
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.
Location
This role will be based in Colindale (61 Colindale Avenue, London NW9 5EQ)
UKHSA offers hybrid working for its employees – this means that whilst the role will be based in one of our UKHSA offices, there will be opportunities for an element of working from home. The balance between home and workplace working is to be agreed with the line manager, determined primarily by business need and in line with departmental policy. Currently this requires working from an allocated UKHSA base location for 20% of your contracted time as a minimum, increasing to 40% from the beginning of 2023.
Some business travel may be required to other UKHSA offices. Business travel between base location and any other UKHSA offices will be covered under the UKHSA Travel and Expenses policy.
Please be aware that this role can only be worked in the UK and not overseas. Relocation expenses are not available.
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
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) (opens in a new window)
- 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
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).
Apply and further information
Contact point for applicants
Job contact :
Recruitment team :
