Contents Location About the job Benefits Things you need to know Apply and further information Location UKHSA Chilton, Didcot, Oxfordshire, OX11 0RQ About the job Job summary The Radiation, Chemical, Climate and Environmental Hazards (RCCE) Facilities Team is responsible for delivering high quality day-to-day essential services across three RCCE sites located at Chilton, Leeds and Glasgow. The Chilton site and its occupants provide Environmental Public Health Category 1 response for U.K. Government emergencies and is also the base for UKHSA colleagues from the Thames Valley Health Protection Unit, UK Cancer Registry, National Drug Treatment Monitoring Centre and others. Main duties of the job The successful candidate will be responsible for the administration of RCCE Facilities contractors delivering cleaning, grounds maintenance, routine servicing of plant and equipment, routine maintenance of fire alarm, routine regulatory testing and keeping of records, office administration, issuing of passes and access cards and keeping records of waste, management of the Helpdesk and greeting of visitors and engineers and procurement for the Section. 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 The key responsibilities will include: Keep and update records of maintenance reports, fault reports, purchasing records, capital bids, capital jobs, smaller works, work requisitions, contractor day sheets, quotes, work permits, letters etc. These records are both paper and electronic and cover RCCE sites at Chilton, Leeds and Glasgow. Record data to ensure all regulatory and legislative requirements for Scientific Facilities Services and Engineering functions are met. Keep records of staff locations and requests for office moves through the F282 system. Type letters and faxes and create documents and spreadsheets as requested. Book hotels, flights and hire cars as requested ensuring the person travelling has copies of confirmations. Provide the first point of contact for staff and internal visitors to the office. Deal with their request in an appropriate and timely manner. Answer telephone calls and take messages. Provision of reminders to other team members for various tasks. Liaise with all levels of staff and management to ensure Scientific Facilities Services tasks are carried out smoothly. Ordering of visitor stationery, badge holders, franking machine items and other goods and consumables used by Reception and Post Room. Liaise with Vending suppliers regarding vending machine breakdown and stock issues. Arranging of Team Meetings and issuing of minutes. Ensure library of brochures and equipment catalogues is kept up to date. Management and maintenance of the Scientific Facilities Helpdesk. Liaise with and assist all customers calling or e-mailing the Helpdesk. Produce and issue work tickets to resolve their request. Advise customers of any delays which may occur. Manage any complaints ensuring a suitable conclusion is reached. Dynamically risk assess all issues reported to the CHI Helpdesk and alert personnel accordingly to those which need rapid response. Check and authorise pool car requests. Manage the on-call calendar ensuring it is up to date and the phone is transferred to the correct team member on a Monday morning. This is not an exhaustive list please see Job description document for full list of duties. Person specification Essential Criteria Qualified to GCSE A-C grades in Maths and English and/or equivalent experience IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint. 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. Benefits Alongside your salary of £29,109, UK Health Security Agency contributes £8,432 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 Selection process details Stage 1: Application & Sift You will be required to complete an application form. You will be assessed on the listed 5 essential criteria that have been selected from the job description, 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. 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. 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 Please note only applications meeting all essential criteria will be taken through to shortlisting. Shortlisting: In the event of a large number of applications we will shortlist on: Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information. 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 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 (Competency based) You will be invited to a face to face interview. In exceptional circumstances, we may be able to consider a remote interview. Knowledge, experience, skills & abilities will be tested at interview. There will be a technical test. 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 office based at our Scientific Campus in Chilton, Oxfordshire. 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 Counter Terrorism Check (CTC). 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. 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. 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 c ontact 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. Artificial Intelligence (AI) Your application may be rejected and/or you may be subject to disciplinary action if evidence of plagiarism is detected. Examples of plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence (AI), as your own. Feedback will only be provided if you attend an interview or assessment. Security Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window). See our vetting charter (opens in a new window). 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) (opens in a new window) 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 (opens in a new window) Working for the Civil Service The Civil Service Code (opens in a new window) 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 (opens in a new window). 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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window). Apply and further information 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 : Jon Payne Email : recruitmentukhsa.gov.uk Recruitment team Email : recruitmentukhsa.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: Complaintsukhsa.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/ http://www.healthjobsuk.com/vacancy/6990892 Attachments JD_Administrative_Assistant_Leeds_AO May 2024 UPDATED Opens in new window (docx, 77kB) Apply at advertiser's site Share this page Print Email Gmail Facebook LinkedIn