Job summary The post holder will provide day-to-day administrative and/or dedicated PA support to the Directorate or Senior Leadership 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. Main duties of the job PA Support Provide dedicated comprehensive PA support to of one or more individual senior members of the directorate as requested. This may include: reading, monitoring and responding to the manager's email diary management booking complex travel arrangements preliminary drafting of correspondence on the manager's behalf and/or preparing presentations Carrying out basic research 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 Date posted 05 March 2025 Pay scheme Other Salary £27,275 to £36,176 a year Per annum, Pro rata Contract Fixed term Duration 12 months Working pattern Full-time, Part-time, Job share, Flexible working Reference number 919-ROG-310585-EXT Job locations Birmingham, Leeds, Liverpool and London 10 South Colonnade London E14 5EA Job description Job responsibilities Administrative Support Provide comprehensive administrative support to teams across the Directorate Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required. Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate. Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required. Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function. Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications. 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 as necessary. Project Support Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, for example JIRA. This will include: assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups. Financial and Resource Management Provide support and information to aid effective management of budgets, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery using the FARM system, receipt goods and maintain log of expenditure. Support the end of year / monthly close down of accounts. Leadership and Management Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility. Undertake effective line management of staff (if applicable) within area of responsibility, including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff. Supervise the business support team on their day-to-day activities, which may include call handling or data inputting. Communication and Key Working Relationships The post holder will develop effective working relationships and communicate regularly either by phone, email or face to face with a wide range of individuals including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls, receive emails and decide relevant action, responding directly where appropriate and this may include external people for example, stakeholders and/or from members of the public as well as other public health organisations e.g. NHS and the Dept. of Health. Personal and Professional Development Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role. Other In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these are available on UKHSA PULSE and form part of the employment contract. All staff will adhere to the UKHSA Values actively demonstrating the positive behaviours All staff are expected to contribute to the delivery of corporate goals and objectives. The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required. This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team, Directorate and the Organisation. Selection Process Details: Please be aware that we will assess all the essential and desirable criteria. This vacancy will be assessed using a competency-based framework which will assess your knowledge and experience and skills outlined in the essential criteria. Stage 1: Application & Sift You will be required to complete an application form. You will be assessed on the essential and desirable criteria, and this will be in the form of a: Application form (Employer/ Activity history section on the application) 1000 word Statement of Suitability. This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria. The Application form and Statement of Suitability will be marked together. 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 In order to be shortlisted you must meet all and some of the essential criteria listed. Shortlisting: In the event of a large number of applications we will shortlist on. Significant experience of undertaking secretariat functions / administrating meetings, events, and producing supporting paperwork, including agendas and taking minutes/action notes If you are successful at this stage, you will progress to interview and assessment Please do not exceed 1000 words. We will not consider any words over and above this number. Feedback will not be provided at this stage. Stage 2: Interview You will be invited to a (single) remote interview Knowledge, experience, skills & abilities will be tested at 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 by definition internal applicants). Location This role is being offered as hybrid working based at any of our Core HQs. 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 one of UKHSA's core HQs (Birmingham, Leeds, Liverpool, and London). Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC). 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 Basic Personnel Security Standard Job description Job responsibilities Administrative Support Provide comprehensive administrative support to teams across the Directorate Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required. Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate. Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required. Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function. Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications. 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 as necessary. Project Support Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, for example JIRA. This will include: assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups. Financial and Resource Management Provide support and information to aid effective management of budgets, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery using the FARM system, receipt goods and maintain log of expenditure. Support the end of year / monthly close down of accounts. Leadership and Management Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility. Undertake effective line management of staff (if applicable) within area of responsibility, including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff. Supervise the business support team on their day-to-day activities, which may include call handling or data inputting. Communication and Key Working Relationships The post holder will develop effective working relationships and communicate regularly either by phone, email or face to face with a wide range of individuals including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls, receive emails and decide relevant action, responding directly where appropriate and this may include external people for example, stakeholders and/or from members of the public as well as other public health organisations e.g. NHS and the Dept. of Health. Personal and Professional Development Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role. Other In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these are available on UKHSA PULSE and form part of the employment contract. All staff will adhere to the UKHSA Values actively demonstrating the positive behaviours All staff are expected to contribute to the delivery of corporate goals and objectives. The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required. This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team, Directorate and the Organisation. Selection Process Details: Please be aware that we will assess all the essential and desirable criteria. This vacancy will be assessed using a competency-based framework which will assess your knowledge and experience and skills outlined in the essential criteria. Stage 1: Application & Sift You will be required to complete an application form. You will be assessed on the essential and desirable criteria, and this will be in the form of a: Application form (Employer/ Activity history section on the application) 1000 word Statement of Suitability. This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria. The Application form and Statement of Suitability will be marked together. 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 In order to be shortlisted you must meet all and some of the essential criteria listed. Shortlisting: In the event of a large number of applications we will shortlist on. Significant experience of undertaking secretariat functions / administrating meetings, events, and producing supporting paperwork, including agendas and taking minutes/action notes If you are successful at this stage, you will progress to interview and assessment Please do not exceed 1000 words. We will not consider any words over and above this number. Feedback will not be provided at this stage. Stage 2: Interview You will be invited to a (single) remote interview Knowledge, experience, skills & abilities will be tested at 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 by definition internal applicants). Location This role is being offered as hybrid working based at any of our Core HQs. 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 one of UKHSA's core HQs (Birmingham, Leeds, Liverpool, and London). Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC). 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 Basic Personnel Security Standard Person Specification Essential criteria 1 Essential 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 Essential criteria 2 Essential Significant experience of undertaking secretariat functions / administrating meetings, events, and producing supporting paperwork, including agendas and taking minutes/action notes Essential criteria 3 Essential Follow relevant policies, procedures and legislation to complete your work Essential criteria 4 Essential IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint, Teams Essential criteria 5 Essential You are detail-focussed, you ensure everything is accurate and error free Essential criteria 6 Essential You take a positive approach to tackling problems and find ways to identify suitable solutions Essential criteria 7 Essential An understanding of and commitment to equality of opportunity and good working relationships Essential criteria 8 Essential Understand that bullying, harassment and discrimination are unacceptable Essential criteria 9 & 10 Essential Reflect on own work, continuously seek and act on feedback to improve own and team's performance Experienced at working under pressure handling multiple tasks and prioritising own workload Desirable criteria Desirable 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 use finance systems and support financial analysis for reports Ability to work without supervision working to tight and often changing timescales You 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. Person Specification Essential criteria 1 Essential 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 Essential criteria 2 Essential Significant experience of undertaking secretariat functions / administrating meetings, events, and producing supporting paperwork, including agendas and taking minutes/action notes Essential criteria 3 Essential Follow relevant policies, procedures and legislation to complete your work Essential criteria 4 Essential IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint, Teams Essential criteria 5 Essential You are detail-focussed, you ensure everything is accurate and error free Essential criteria 6 Essential You take a positive approach to tackling problems and find ways to identify suitable solutions Essential criteria 7 Essential An understanding of and commitment to equality of opportunity and good working relationships Essential criteria 8 Essential Understand that bullying, harassment and discrimination are unacceptable Essential criteria 9 & 10 Essential Reflect on own work, continuously seek and act on feedback to improve own and team's performance Experienced at working under pressure handling multiple tasks and prioritising own workload Desirable criteria Desirable 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 use finance systems and support financial analysis for reports Ability to work without supervision working to tight and often changing timescales You 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. 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). Additional information 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). Employer details Employer name UK Health Security Agency Address Birmingham, Leeds, Liverpool and London 10 South Colonnade London E14 5EA Employer's website https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)