PA/Admin Officer Remote
Job description
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Length of employment
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About the job
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About the job
Job summary
Job title – PA / Admin Officer
Profession- Secretarial & Diary Management
Directorate – Public Health & Clinical Oversight
Full Time equivalent - 37.5 hours
No of Roles – 1
Contract Type – Fixed Term Contract till 31st March 2024
Location – Home working
May be required to work in local office (Leeds or London only)
UKHSA offers hybrid working or home 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. Some business travel will be required to other UKHSA offices. Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available
Working Pattern – Full Time / Flexible Working/ Job Share
Grade & Salary – Grade EO. National banding - £24,091 - £28,195. Outer London -
£25,762 - £30,339. Inner London - £27,690 - £32,203
The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase. Either case is determined by whichever is the highest.
This role is to be appointed under Civil Service Terms & Conditions. Full details on the T&C’s are found https://www.ukhsa.reed.com/.
Closing Date – 22/05/2023. 23:55pm. Unfortunately, late applications will not be considered
Interview Date – 05/06/2023 Please note, these dates are subject to change.
Introduction
We are looking for a Private Secretary to support with the running of a busy and evolving directors’ office within the Central Operations directorate of the Covid Testing Programme.
The directorate has responsibility for a broad range of functions across the testing programme, including operational data delivery, support functions including results investigations and incident management whilst also providing the core stakeholder engagement function between the overall testing programme, and the 3 Devolved Nations.
The Private Secretary role is a varied post which will see the candidate work directly to the Chief of Staff and with the Director for Central Operations, while supporting across the teams and range of functions. You will need be resilient and adaptable to working in a fast paced and demanding environment.
Overview of Job
Private Office jobs are like no other. The primary responsibility of this role is to effectively manage the Director’s diary and time. You will provide daily diary management and general administrative support to the Director in a high-pressure environment, organising meetings on their behalf and making travel and accommodation arrangements for them as necessary.
You will be one of the first points of contact for the Directorate with key internal and external stakeholders. This necessitates the ability to prioritise meetings and manage the diary in the most efficient and practical way and build strong relationships with private offices and colleagues across UKHSA.
The successful candidate will also have the opportunity to support with people functions across the directorate, supporting the Chief of Staff with workforce planning activity, raising of invoices for staff training, and ensuring appropriate governance across the team as well as developing engagement pieces, and supporting to developing new and efficient processes across the team.
The successful candidate will have good attention to detail and be able to work well under pressure both alone and as part of a team. It will be crucial for the candidate to have excellent organisational skills and be able to build and maintain strong working relationships with colleagues across the organisation.
Job description
Main Duties of the Job
- Support the day-to-day smooth running of the Director’s diary - managing conflicting requests to support effective management of the Director’s time, rearranging schedules where required, and prioritising meetings appropriately.
- Arranging travel for the director and team where required and ensuring all policies are adhered to.
- Build and maintain relationships with key stakeholders within Testing and the UKHSA, other government departments/agencies and external organisations
- Support planning of meetings and cross directorate events.
- Organise and document agendas for meetings, overseeing co-ordination and distribution of paperwork as required.
- Support across a wide range of incoming requests to the Directors office and support the director and Chief of Staff to respond or appropriately assign these within the team.
- Support the Chief of staff with tracking of workforce plans and tracking workforce governance information.
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.
Person specification
Essential criteria
Extensive experience managing a complex diary and confidence in liaising with both internal and external colleagues to ensure meetings are appropriately prioritised and scheduled.- Strong communication skills and the ability to quickly build effective and professional working relationships.
- Experience in managing conflicting requests and the ability to remain calm under pressure.
- Experience in creating clear and concise meetings documents including agendas, notes, and event itineraries.
- Resilience to working in a fast paced and ever changing environment.
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
You will be required to complete an application form. This will be assessed and sifted in line with the essential criteria.
Stage 1: Application & Sift
This vacancy is using civil service competencies framework , and will assess your Experience
As part of the application process you will be asked to provide a Personal Statement / Statement of Suitability [in no more than 500 words We will also be assessing your CV and technical skills at sift.
The Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with particular reference to the experience and essential criteria set out in this job description.
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 their experience through competency based questions
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.
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
Contact Details – [email protected]
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 :
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