Provide comprehensive administrative support to ARSAC and departmental teams 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. 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. 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. Identify and prioritise urgent tasks e.g. particular patient licences and respond appropriately in a timely manner Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility. 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 and Social Care. 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. Please see the job description for the full list of duties and responsibilities. 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 You will be required to complete an application form. You will be assessed on the listed 6 essential criteria that have been selected from the job description, and this will be in the form of: an application form (Employer/ Activity history section on the application) a 750 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 those 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 Experienced at working under pressure handling multiple tasks and prioritising own workload If you are successful at this stage, you will progress to interview and assessment Please do not exceed 750 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 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. Location This role is being offered as hybrid working based at our offices in Chilton (Didcot), Oxfordshire. 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) based at Chilton. Eligibility Criteria Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants). 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 Terrorist Check clearance. 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 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.