Estates, Engineering and Facilities Administrator

Job summary

Reporting to the Business Support Officer, the Estates, Engineering and Facilities (EEF) Administrator will provide an accurate and effective administrative service. The post holder will provide day-to-day administrative and/or dedicated PA support to the EEF 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

Key responsibilities:

• Coordinate and deliver a comprehensive business support function for the EEF team.
• Maintain governance processes, records, action trackers and management information.
• Coordinate purchasing activities and maintain financial records.
• Produce reports, presentations and briefing materials for senior managers.
• Provide high-quality executive support to the EEF Senior Management Team.
• Act as a central point of contact for business support activities and enquiries.
• Provide high-quality executive support to the EEF Senior Management Team.
• Build and maintain effective stakeholder relationships.
• Review processes and implement improvements to enhance efficiency and service delivery

Specific duties will vary depending on current focuses, but examples of these will include:

• Provide comprehensive administrative and business support to the EEF team, ensuring the efficient day-to-day running of the function.
• Deliver high-quality PA support to senior members of the EEF team, as required. This will include proactive diary management, monitoring and responding to correspondence, arranging meetings and travel, and drafting routine correspondence.
• Provide effective administrative support to Senior and Middle Managers within the department, supporting delivery of team and organisational objectives.
• Act as a central point of contact for a range of business administration activities, taking delegated responsibility for specific departmental processes. This will include coordinating permanent and temporary pass requests and managing enquiries received via the EEF Admin inbox.
• Communicate clearly and professionally with a wide range of internal and external stakeholders, responding to enquiries promptly and courteously by email, telephone, letter, or in person, and escalating or referring issues where appropriate.
• Organise and support meetings and events, including the preparation and distribution of papers, taking and circulating minutes, maintaining action logs, and following up on actions as required.
• Maintain accurate and timely records and management information, producing reports and documentation in agreed formats. This will include developing, updating and maintaining databases using a range of systems and applications, in line with legislation, policies and procedures.
• Raise and receipt departmental purchase orders in accordance with Standing Financial Instructions and support effective financial control.
• Organise and maintain comprehensive electronic and/or paper filing systems to ensure information is accessible, secure and compliant with records management requirements.
• Contribute to the continuous improvement of administrative systems and procedures, identifying opportunities to improve efficiency, quality and cost-effectiveness across the business support function.
• Provide additional administrative resource to support the Dispatch Service when required, contributing to business resilience.
• Manage and prioritise own workload effectively, working with minimal supervision to meet deadlines and deliver a high-quality service.
• Provide cover for colleagues and undertake additional duties as directed by the line manager, in line with business needs.

The above is only an outline of the tasks, responsibilities and outcomes required of the role. You shall carry out any other duties as may reasonably be required by your line manager.

Person specification

Essential Criteria :

• Educated to A Level standard (or equivalent qualification) in English, Languages, or Humanities or able to demonstrate equivalent administrative experience in managing administrative processes, records, communication and business support systems.
• Experience providing administrative support in a busy office environment, including organising meetings, preparing documentation and taking accurate minutes.
• Strong written and verbal communication skills, with the ability to produce clear and professional correspondence and documentation independently.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
• Ability to build and maintain effective working relationships with internal and external stakeholders, demonstrating a commitment to equality, diversity and inclusion.
• Proven ability to work independently, or collaboratively, organising and prioritising workloads, manage competing deadlines and adapt to changing priorities.
• Strong attention to detail, maintaining accurate records and handling information appropriately and confidentially.

Desirable Criteria:

• Previous experience working within a construction or engineering environment.
• Experience of providing Personal Assistant (PA) support, including diary management, inbox management and travel arrangements.
• Demonstrates initiative and a proactive approach to identifying issues, improving processes and systems, and implementing effective solutions to enhance service delivery and efficiency.
• Experience of administering financial processes, including raising purchase orders, invoice processing, budget monitoring or similar activities.
• Experience of maintaining databases, electronic records management systems or shared team mailboxes
• Experience of supporting meetings and events involving multiple stakeholders.

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 (opens in a new window).

• 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 (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles and will assess your Behaviours, Technical Skills and Experience.

Stage 1: Application & Sift

Success Profiles - GOV.UK

You will be required to complete an application form. You will be assessed on the listed 7 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)
• 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 over 750 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 pile(s) ‘Meets all essential criteria’ will proceed to shortlisting.

Shortlisting:

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

• Experience providing administrative support in a busy office environment, including organising meetings, preparing documentation and taking accurate minutes.
• Strong written and verbal communication skills, with the ability to produce clear and professional correspondence and documentation independently.

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

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

Feedback will not be provided at this stage.

Stage 2: Interview

Success Profiles - GOV.UK

You will be invited to a single face to face interview at Porton.

When face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.

Behaviours, Technical Skills and Experience will be tested at interview.

Technical Skills will be assessed through a 20 minute minuting assessment.

The Behaviours tested during the interview stage will be:

• Communicating and Influencing (Lead behaviour)
• Managing a Quality Service
• Working Together
• Delivering at Pace

Experience will be assessed through experience based questions.

Interview dates are 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.

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.

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.

Location

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

Based at our scientific campus, 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 y