Business Support Officer

• Details
• Reference number
• 470329
• Salary
• £28,547 - £35,576
• per annum, pro rata
• A Civil Service Pension with an employer contribution of 28.97%

GBP

• Job grade
• Executive Officer
• Contract type
• Permanent
• Type of role
• Administration / Corporate Support
• Working pattern
• Flexible working, Full-time, Job share, Part-time
• Number of jobs available
• 1
• Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

Location

Didcot, South East England, OX11 0RQ : Fareham, South East England, PO16 7AZ : Horsham, South East England, RH12 1XA : Ashford, South East England, TN23 1PP

About the job

Job summary

The post holder will provide day-to-day administrative and/or dedicated PA support to the Directorate or 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.

Working for your 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.

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

Job description

Project Support

• Provide project support where a dedicated role is not in place, responding to information requests and undertaking a range of administrative and coordination tasks within tight deadlines. This includes working closely with project teams to support delivery of key objectives, maintaining project documentation and plans, and ensuring accurate and timely updates are captured
• Assist in the preparation and provision of management information to support decision-making, using digital tools such as JIRA where appropriate
• Contribute to project activities as directed by the relevant lead or project manager, and actively participate in working groups to support progress and collaboration across programmes

Financial and Resource Management

• Support effective budget management by working alongside the Finance Business Partner to provide accurate financial information and administrative oversight. This includes raising and managing orders for goods and services using systems such as FARM, receipting goods, and maintaining accurate expenditure records and tracking logs
• Contribute to monthly and end-of-year financial processes, ensuring that deadlines are met and records are complete and compliant with organisational policies

Leadership and Management

• Act as a visible, positive, and professional role model, demonstrating strong organisational values and behaviours
• Provide guidance, training, and support to colleagues within your area of responsibility to promote consistency and continuous improvement
• Where applicable, undertake line management duties, including conducting appraisals, supporting staff development, overseeing induction and training, and addressing performance, capability, or disciplinary matters in line with organisational procedures
• Participate in recruitment processes for administrative roles as required. Supervise the day-to-day activities of the business support team, ensuring tasks such as call handling and data input are completed efficiently and to a high standard

Communication and Key Working Relationships

• Develop and maintain effective working relationships with a wide range of stakeholders, including internal teams, clinical and non-clinical staff, scientists, corporate services, and external organisations
• Communicate regularly through various channels, including phone, email, and face-to-face interaction, adapting style and approach to suit the audience
• Manage incoming enquiries, determine appropriate actions, and respond directly where appropriate, including liaising with members of the public, external stakeholders, and partner organisations such as the NHS and the Department of Health

Personal and Professional Development

• Commit to continuous learning and professional development by engaging in training, development programmes, and the annual appraisal process
• Build on existing knowledge and enhance skills to meet the competencies and behaviours required for the role, ensuring ongoing personal effectiveness and contribution to team objectives

Other Responsibilities

• Ensure compliance with all relevant UKHSA policies and procedures, recognising that these form part of the employment contract
• Contribute to the delivery of corporate goals and support wider corporate service activities as outlined in standard operating procedures
• As part of UKHSA’s responsibilities under the Civil Contingencies Act 2004, be prepared to contribute to emergency preparedness and response for major incidents where required
• Undertake any additional duties reasonably requested by the line manager, recognising that responsibilities may evolve in line with organisational needs

Main Duties

• Provide comprehensive administrative support across Directorate teams, acting as a central coordination point for a wide range of business support activities. This includes delegated responsibility for key corporate processes such as maintaining health and safety risk assessments, monitoring sickness absence, and preparing and submitting reports in a timely manner
• Communicate effectively with internal and external stakeholders, ensuring enquiries are handled promptly, professionally, and courteously across email, telephone, written correspondence, and face-to-face interactions, escalating where appropriate
• Organise meetings and events, including coordinating logistics, preparing agendas, producing reports and papers, taking minutes, and maintaining action logs. Provide full secretariat support to meetings and internal networks
• Support continuous improvement by contributing to the development of systems and procedures that enhance efficiency, quality, and value
• Participate in working groups, projects, and organisational initiatives, representing the team or Directorate as required
• Undertake accurate data analysis, reporting, and information management, maintaining databases and filing systems using digital tools. Ensure timely collation and dissemination of information
• Manage workload effectively, meet deadlines, maintain high standards, and provide cover for colleagues to support team continuity

Please note this list is not exhaustive.

Person specification

Essential role criteria:

• Educated to Level 3 Business Administration / or equivalent experience working at a similar level in an administrative role
• Significant administrative/secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information
• Experience in using Microsoft Office software i.e., Word, Outlook, Excel, PowerPoint or equivalent
• 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
• Ability to 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
• Ability to follow relevant policies, procedures, and legislation to complete your work
• Ability to work without supervision working to tight and often changing timescales
• Ability to work well as part of a team and strive to ensure the team pulls together and is effective
• You are inquisitive, you seek out new information and look for new ways to develop yourself
• An understanding of and commitment to equality of opportunity and good working relationships

Desirable role criteria:

• Ability to use digital tools e.g., JIRA
• Line management skills

Benefits

Alongside your salary of £28,547, UK Health Security Agency contributes £8,270 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 employer contribution of 28.97%

Things you need to know

Artificial intelligence

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.

Selection process details

This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and / or skills and abilities outlined in the essential criteria.

Stage 1: Application & Sift

Competency Based

You will be required to complete an application form. You will be assessed on the listed 12 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• 1000 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. (Please note you will not be able to upload your CV. You must 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 1000 words. We will not consider any words over 1000 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

We will take pile ‘Meets all essential criteria’ will proceed to shortlisting. Feedback will not be provided at this stage.

Shortlisting: In the event of a large number of applications we will conduct an initial sift, on the lead criteria of:

• 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

Desirable criteria may be used in the event of a large number of applications/large amount of successful candidates.

If you are successful at this stage, you will progress to interview.

Feedback will not be provided at this stage.

Stage 2: Interview

Competency Based

You will be invited to a single remote interview. Knowledge, experience, skills & abilities will be tested at interview.

Interviews dates to be confirmed. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Additional Information

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.

Please be aware that the salary is based on the office location.

Executive Officer (EO)

• £28,547- £33,196 (National)
• £30,441- £35,576 (Outer London)

Location

This role is being offered as hybrid working based at either one of our Supporting Hubs in Fareham, Ashford (Kent), or Horsham. The role can also be worked out of our Scientific Campus in Chilton (Didcot).

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 or hub.

If you are based at our scientific campus in Chilton, you will be required to have 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 basic disclosure and barring security check before they can be appointed.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed if based out of Fareham, Ashford (Kent), or Horsham is Baseline Personnel Security Standard and Counter-Terrorist Check for those based out of Chilton.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Qualifications and Registrations

For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot commence until satisfactory documentation has been received and verified.

Future Location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK. The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs. You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

International Police check

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 it 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.

Incident Response Activity

From time to time, the role holder may be required to support UKHSA’s incident response activity by contributing their appropriate expertise within an Incident Cell; during such periods, supported by the line manager, this work will take priority over normal day-to-day responsibilities, commensurate with their grade, skills and experience.

Careers website

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

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a basic (or equivalent) criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check .

See our vetting charter .

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)
• 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

Working for the Civil Service

The Civil Service Code 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 .

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.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .

Apply and further information

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Tom Geldeard
• Email : tom.geldeard@ukhsa.gov.uk

Recruitment team

• Email : recruitment@ukhsa.gov.uk

Further information

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 the UKHSA Complaints team via email at: Complaints@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 for further information: https://civilservicecommission.independent.gov.uk