Senior Support Administrator
Role details
Job location
Tech stack
Job description
- To provide flexible administrative cover within RM
- Take part in the DART rota as required to support postal distribution of results.
- To contribute to a "buddy" system with the EO (Band 5) Administrative Unit Leads, to ensure familiarity with the key roles of the Team Administrative Lead roles and be confident in being able to cover tasks during periods of annual/sick leave.
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- Contribute to a telephone answering/triage service to ensure that all telephone calls to RM are dealt with efficiently and/or transferred to the appropriate member of RM staff. To use judgement and discretion, where necessary, and to refer complex matters to relevant senior members of Unit staff.
- Ensure administrative support is provided to RM staff. This includes dealing with queries via telephone as necessary.
- To be the point of contact for staff reporting in sick at the beginning of the day and ensuring that appropriate staff in RM are informed in a timely manner.
- Responsible for briefing managers on staff absences, e.g., sickness, which will involve close liaison with Supervisors as appropriate.
- Support the Operations Administrator and RM Operations Safety Manager (after they have carried out quarterly Health and Safety inspections of the non-laboratory areas within RM), scan paperwork and file appropriately on relevant network drive as required.
- Responsible for formatting on UKHSA Templates and filing of all quality and staff training records on Q-Pulse as instructed.
- Support the document management for work instructions and SOPs ensuring review deadlines are met. e.g., carry out Q-Pulse entry support.
- Proactively contribute to quality improvements for RM.
- Provide data entry support for Unit specific work using MOLIS (LIMS database)
Working for our 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., * Ensure quality of work and undertake weekly MOLIS housekeeping, as required and during times of surge due to increase in numbers of specimens.
- Responsible for quality control of data input by Laboratory Support Administrators. Checking work and ensuring all outputs are accurate prior to dispatch to users.
- Retrieve information from MOLIS to liaise with hospitals and private labs to respond to or resolve any queries.
- Prepare and assist write up the preparation of outbreak reports and summaries as directed., You will be required to complete an application form. You will be assessed on the listed (6) essential criteria, and this will be in the form of a:
- Application form ('Employer/ Activity history' section on the application)
- up to 750 word supporting statement.
This should outline how you consider your skills, experience and knowledge provide 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.
Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 750 words. We will not consider any words over750 words.
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 following will proceed to shortlisting:
- Meets all essential criteria, 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) working at our campus. Based at our scientific campus, you will be required to have a minimum of a Counter Terrorism Check security vetting check as a minimum. 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 3 years as the role requires Counter Terrorism Check (CTC) clearance. In exceptional circumstances 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.
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 Counter-Terrorist Check.
Eligibility Criteria - External
Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
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.
IMPORTANT - PLEASE READ
Artificial Intelligence (AI)
Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.
Link below:
Artificial intelligence and recruitment | Civil Service Careers
This is a Non-Reserved post under the Civil Service Nationality Rules. To be eligible for employment in the UK Civil Service applicants must meet the Civil Service Nationality Rules (CSNRs) which operate independently of and additionally to the Immigration Rules. Applicants must also meet necessary security and vetting requirements, along with any other relevant pre-employment checks.
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
For more information on job nationality requirements and the right to work in the UK, see the Civil Service Nationality rules (opens in a new window) and the UK Visas and Immigration rules (opens in a new window)
For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest.
The Civil Service pay structure and progression is different from NHS Agenda for Change (AfC), most local authority pay grades and other systems that have annual pay increments. For further details, please refer to the Information Sheet- Starting Salaries & Benefits attachment.
For AfC or Medical/Dental posts, you must have the correct professional registration to be appointed. The pay will follow the AfC or Medical & Dental terms & conditions. You may be asked to provide evidence of previous service whilst we are conducting pre-employment checks to determine your starting salary.
For Temporary Appointments, if 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 the UKHSA, you will take up the post as a loan which you will need your department to agree. 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.
Given the nature of the work of the UKHSA, as a Category 1 responder under the Civil Contingencies Act, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment.
Late Applications will unfortunately not be considered. 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 equality of opportunity. 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.
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.
Interview expenses will not be reimbursed.
UKHSA is required to check employment and/or education history covering three consecutive years. Please ensure you give details of at least two different referees, even if you were employed in one company for three years or more.
If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
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. Determine your eligibility at https://www.childcarechoices.gov.uk/.
Requirements
- 3 GCSE'S (grade A-C only) or equivalent level, one of which must be English language
- Knowledge of Microsoft Office (Word, Excel and Outlook) to basic level
- General administrative experience
- Experience of providing a telephone service and taking accurate messages
- Attention to detail
- Awareness of data protection and confidentiality requirements, * Good interpersonal skills
- Team player
- Confident and clear telephone manner
- Willing to learn and acquire skills through training as necessary
- High level of self-motivation
- Knowledge of medical and microbiology terminology, * 3 GCSE'S (grade A-C only) or equivalent, one of which must be English language
- Knowledge of Microsoft Office (Word, Excel and Outlook) to basic level
- Attention to detail, * Seeing the bigger picture
- Working together
- Working at pace
- Managing a quality service - Lead behaviour
Benefits & conditions
Plus public holidays and one privilege day for the King's birthday
- Access to a generous Defined Benefit pension scheme with employer contributions.
- Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving.
- Access to a retail discounts and cashback site.
- We also promote flexible working patterns (part-time, job-share, condensed hours). UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing.
- We also offer a generous maternity/ paternity and adoption leave package.
Hybrid Working
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., 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 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.
Security Vetting
Please check the Security Clearance needed for the role and follow the link for more information:
https://www.gov.uk/government/publications/united-kingdom-security-vetting-clearance-levels/national-security-vetting-clearance-levels
