Business Support Officer

• Details
• Reference number
• 475668
• Salary
• £28,547 - £33,196
• Per annum, pro-rata
• A Civil Service Pension with an employer contribution of 28.97%

GBP

• Job grade
• Executive Officer
• Contract type
• Permanent
• Business area
• Public Health Microbiology - Countermeasures Development & Evaluation
• 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

This role is being offered as office based at our Scientific Campus in Porton Down, Salisbury.

About the job

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.

Job description

• 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

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.

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.

Person specification

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.

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%

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: UKHSA Hub , Civil Service Careers
• 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 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.

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.

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 the Recruiting Manager listed in the advert for further advice.

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.

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 : Sarah Handy
• Email : sarah.handy@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 UKHSA Public Accountability Unit via email: 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: https://civilservicecommission.independent.gov.uk

https://www.healthjobsuk.com/job/v8213088