Job summary
To be eligible:
You must:
Have lived in the UK for at least 3 years
You must NOT:
No Business Studies degree, Business BTEC or Business Studies A level
No Science degrees and preferably no science A levels as it is a level 3 science apprenticeship
An exciting opportunity has arisen within Diagnostics and Pathogen Characterisation and Vaccine Development and Evaluation Centre departments at Porton Down, Salisbury for the role of an administrative apprentice as part of the Admin Team supporting the department. The successful candidate should have experience in customer service.�
The successful post holder will receive training in all areas of administration, including, organisational skills, multi-tasking, minute taking and, diary management along with undertaking a Level 3 qualification in Business Administration.�
It is essential for candidates to have Qualifications of 5 GCSE grades Level 4/C and above or equivalent with an admin qualification or experience as desirable. All applications should also demonstrate experience in customer service.
Location
As this is a specialist role, it will be based and operate out of UKHSA Porton Down in Salisbury.
*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*�
Job description
The Research department, based at UKHSA Porton - Salisbury, is the UK�s largest capability for the handling of dangerous human pathogens and animal modelling of infectious diseases. The capability is used to understand pathogenesis and undertake pre-clinical development and assessment of new vaccines and therapeutics.
The capability is also used to undertake studies in microbiological aerobiology, decontamination, and detection, and to develop diagnostic assays for clinical use. Studies are focused on high priority activities including� Ebola, Zika, Crimean Congo Haemorrhagic Fever, Q Fever, Anthrax, Melioidosis, Clostridium difficile-Associated Disease, Tuberculosis, Monkeypox, Influenza, Pertussis, Meningococcal disease, Group B Streptococcal disease, Legionnaires Disease, Healthcare Acquired Infections, Anti-Microbial Resistance, etc
This role is part of the Diagnostics and Pathogen Characterisation and Vaccine Development and Evaluation Centre Administration Team, that reports into the Operations Team who support in the delivery of scientific strategy.
The main duties of this role are to support the Business Support Manager � Admin Lead in the delivery of the administrative service to the Department, to include:
1. To learn the admin supporting duties to include minute taking, meeting preparation, diary management and the preparation of official documents.
2. To contribute to office cover during absence of other administrative team members, where appropriate to the post holder�s grade.
3. To undertake general office duties as necessary,, photocopying, faxing, post, hospitality duties. Arrange travel and hotel bookings in line with UKHSA policies and procedures
4. Communicate with colleagues across department and UKHSA.
The job holder will also be required to carry out the following responsibilities, activities and duties:
Administrative Tasks
5. Provide a professional front of house reception and hospitality service for the department which may involve meeting and greeting visitors to the building/site
6. Provide flexible departmental support in-line with emerging priorities/challenges and during periods of capacity pressure. This will include a reciprocal arrangement to contribute to office cover during absence of other administrative team members,where appropriate to the post holder�s grade. In addition, staff will become familiar with the other duties of the team administrators in order to facilitate business continuity during times of crises or other pressures
7. To undertake general office duties as necessary,, photocopying, faxing, post, hospitality duties. Arrange travel and hotel bookings in line with UKHSA policies and procedures
8. Assist with the dissemination and/or collation of information/returns for business
9. Learn admin supporting duties to departmental meetings, such as minute taking, agenda preparation, collating meeting papers
10. Multi-diary management for staff within the department management in a timely manner
11. Undertake the typing of correspondence, reports, documents, audio manuscript or draft responses as required
12. Liaise with multi-disciplinary colleagues across UKHSA
Health and Safety
13. To understand individual responsibility and contribution to health and safety and human resources procedures and adhere to agreed policies
14. Contribute to health and safety procedures and undertake tasks as necessary
Information Management
15. Contribute to office systems and the overall efficiency of the centre,, maintaining contact databases. post, filing, and archiving duties
16. To develop and maintain efficient filing systems (paper format and electronic), including contributing to efficient maintenance of electronic data files on the shared drives
17. Adhere to office security systems
18. Update appropriate departmental databases, including absence tracker
Financial Tasks
19. Administer basic financial transactions on UKHSA systems. For example, place orders and receipt goods/ services on the MaPS financial system
Emergency Response
20. Contributing to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required and in line with the post holder�s grade
Other
21. The above is only an outline of the tasks, responsibilities and outcomes required of the role.
22. You will carry out any other duties as may reasonably be required by your line manager
23. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the centre and UKHSA
24. It should be noted that some work of the centre is of a confidential nature and must not be communicated to other persons except where required for authorised purposes
Person specification
It is important through your application and Statement of Suitability of 500 words that you give evidence and examples of proven experience of each of the essential criteria (for full details of all essential criteria please refer to the attached job description) and the following criteria below:
The behaviours are:
25. Working Together
26. Managing a Quality Service � Lead Criteria at sifting
27. Delivering at pace
28. Leadership
The Technical�s are:
29. Relevant Experience
30. Communicating and Influencing
31. Tackling new tasks
Essential criteria
32. Good standard of education, minimum of four GCSEs (A-C) or equivalent demonstrable experience in a relevant role
33. Good knowledge and application of literacy and numeracy skills
34. Knowledge and understanding of good customer care
35. Excellent communication skills and ability to record accurate messages
36. Flexible approach to role, commitment, and ability to learn new skills
37. An ability to maintain confidentiality and trust
38. An understanding of and commitment to equality of opportunity and good working relationships
Desirable criteria
39. General administrative experience
40. Experience in using Microsoft Office software, Word, Excel and Outlook
41. Experience of database entry work
42. Experience of delivering good quality telephone skills
43. Excellent keyboard skills, ability to input data accurately and good attention to detail
44. Experience of working as part of a team
45. Used to working in a busy environment
Benefits
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.
For more information on the UKHSA please visit:
46. Learning and development tailored to your role
47. An environment with flexible working options
48. A culture encouraging inclusion and diversity
49. A with an average employer contribution of 27%
50. Range of health and wellbeing support
Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at