Business Support Officer

Job summary

We are seeking a Business Support Officer to work within the administration team at UKHSA Porton Down.

Working closely with two scientific divisions, the Business Support Officer will provide high quality administrative support, contributing to the effective running of business operations and supporting the delivery of key scientific programmes.

The Business Support Officer 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. They 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 Business Support Officer may work with colleagues who are based across the country at different sites and/or who work remotely.

Main duties of the job 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 Provide support including overseeing the placement of orders for goods/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 Further duties can be found under Detailed job description and main responsibilities.

About us

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.

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Job description

Job

responsibilities

The Business Support Officer is a key member of the Administration Team, providing high-quality administrative support and advice to the two scientific divisions and Operations team across the Porton Down site.

This is a demanding and varied role that is central to the effective operation of the divisions and wider Directorate.They 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 Business Support Officer 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. The above is only an outline of the tasks, responsibilities and outcomes required of the role.

You will carry out any other duties as may reasonably be required by your line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

Essential Criteria

Demonstrable experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes. Experience of providing comprehensive administrative and business support within complex scientific and fast-paced functions.

Experience of working under pressure handling multiple tasks and prioritising own workload. IT Skills and advanced Microsoft Office experience, including Word, Outlook, and Excel. Strong organisational skills and judgement, including prioritising diary commitments and managing competing demands.

Desirable Criteria

Experience of working in a quality regulated environment (e.g. GXP, ISO9001). Experience of archiving, record keeping and audit support. Selection Process Details This vacancy is using Success Profiles Success Profiles - GOV.UK and will assess your Behaviours, Experience and Technical Skills.

Stage 1: Application & Sift At sift stage you will be assessed against the 5 Essential Criteria listed in this job advert.

You will be required to complete: An Application Form (Employer/Activity history section on the application) A 750 word Supporting Statement - do not exceed 750 words as we will not consider any words over and above this number This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the 5 Essential Criteria listed in this advert.

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 CV please note 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 may longlist into 3 piles of: Meets all

Essential Criteria

Meets some

Essential Criteria

Meets no

Essential Criteria

Only those that 'Meets all Essential Criteria' will progress to Shortlisting. Shortlisting In the event of a large number of applications, we may conduct an initial sift on the following

Essential Criteria:

Demonstrable experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes. Desirable criteria may be used in the event of a large number of applications/successful candidates. If you are successful at this stage, you will progress to interview and assessment.

Feedback will not be provided at this stage.

Stage 2: Interview You will be invited to a single face-to-face interview at our Scientific Campus in Porton Down, Salisbury. In exceptional circumstances, we may be able to offer a remote interview. Interview date(s) to be confirmed.

Behaviours, Experience and Technical Skills will be tested at interview. The Behaviours being tested at interview stage will be: Managing a Quality Service - Lead Behaviour Working Together Communication and Influencing Technical Skills will be assessed from questions during the interview.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Eligibility Criteria Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Salary Information Civil Service:

• Executive Officer (EO) EO National: £28,547 - £33,196 Per annum, pro-rata 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. Location This role is being offered as office based at our Scientific Campus in Porton Down, Salisbury. Security Clearance Level Requirement Successful candidates must pass a basic disclosure and barring security check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter Terrorism Check. 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 theRecruiting Manager listed in the advert for further advice.

Person Specification

Application Form & Supporting Statement Essential Application Form & Supporting Statement Behaviours Essential Managing a Quality Service - Lead Behaviour Working Together Communication and Influencing Technical Skills Essential Questions during Interview Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement.

Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .