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UK Health Security Agency
About
The UK Health Security Agency (UKHSA) will be responsible for planning, preventing and responding to external health threats, and providing intellectual, scientific and operational leadership at national and local level, as well as on the global stage. UKHSA will ensure the nation can respond quickly and at greater scale to deal with pandemics and future threats.
Business Support Manager
Accepting applications until: 09-Aug-2024 23:59
Vacancy status: Open
Accepting applications until: 09-Aug-2024 23:59
Key details
Location
- Gwefan
- London, Leeds, Liverpool, Birmingham, Chilton, Colindale, Porton, Glasgow
- Tref
- London, Leeds, Liverpool, Birmingham, Chilton, Colindale, Porton, Glasgow
- Major / Minor Region
- London
Contract type & working pattern
- Contract
- Permanent
- Oriau
- Full time
- Part time
- Job share
- Flexible working
Salary
- Cyflog
- £30,473 - £41,478 per annum, pro rata
- Cyfnod cyflog
- Yearly
- Gradd
- (Civil Service: Higher Executive Officer (HEO))
Specialty
- Prif leoliad
- Science
The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.
UKHSA’s remit, as an agency with a global-to-local reach, is to protect the health of the nation from infectious diseases and other external threats to health. As the nation’s expert national health security agency UKHSA will:
- Prevent: anticipate threats to health and help build the nation’s readiness, defences and health security
- Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health
- Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks
- Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise
- Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities.
Trosolwg o'r swydd
We are looking for a Business Support Manager who can lead on a number of business support functions for the team and be responsible for the implementation and management of relevant systems and processes. The postholder will work in the Scientific Site Management Division and may work with colleagues who are based across the country at different sites and/or who work remotely.
Advert
The post holder will:
- have a critical role in the leadership and management of the business support team. This is a fast paced role requiring effective communication with the team, our partners and stakeholders
- need to remain calm in a continuously changing environment, while adopting a positive and solution focused approach to problem solving, will be key to ensuring the business support team are efficient and effective in supporting the wider scientific site estate.
- be required to lead on a number of business support functions for the team and or Division and be responsible for the implementation and management of relevant systems and processes. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.
Specific duties of the role may vary depending on the site and teams/functions.
Operational Support
Provide operational support to a range of corporate functions which may include finance, accommodation, HR, governance, business continuity, risk management, staff engagement and internal communications. This may also include providing Executive Assistant support to a Director.
- Identify opportunities to make improvements to business processes within individual functions and across the Division or for the Divisional Director’s office.
- Provide secretariat and managerial support to the senior management team and other internal meetings and/or external networks.
- Support the Division to deliver on the business plan and key priorities in a timely and responsive fashion.
- Provide executive assistance to the Divisional Director, for example overseeing staff who look after diary and email management to ensure the Director’s time is being used effectively. Preparing briefings and presentations for the Director(s) meetings. Commissioning work from the wider team/or other directorates/division on behalf of the Divisional Director and/or deciding what action to take regarding correspondence and emails in the Divisional Director’s absence. Undertaking research and small ad hoc projects for the Divisional Director.
Project Support
- Support corporate projects and service reviews, identifying requirements and providing options to improve ways of working across the Division.
- Undertake project support when there isn’t a dedicated project officer, responding to information requests and other tasks which will involve meeting tight deadlines.
- Assist and work closely with members of the relevant project teams, providing information (including statistical information) to the project lead, planning, and managing elements of projects as directed by the relevant lead for business services or project manager.
- In the absence of a project officer maintain project plans, supporting the provision of management information and participating in working groups.
Financial and Resource Management
- Support the effective management of finance for the team, Division, including:
- a) Follow UKHSA financial governance processes and support colleagues and budget holders to engage with national and local finance processes as needed.
- b) Ensure effective monitoring of project budget expenditure.
- c) Provide reports for the management team as required.
- d) Undertake procurement of services, supplies and equipment as directed and in line with corporate policy.
- e) Respond to the requirements of internal and external audit as directed
Leadership and Management
- Be a visible, positive and a competent role model and motivator; and contribute to the induction of staff.
- Problem solve, make decisions and accept responsibility for own actions.
Support managers to set and monitor team professional standards, including: supporting the coordination of training, development and recruitment activity across the team, and Division development and planning around the staff survey
- for the Division; delivery of the annual appraisal system and compliance with statutory and mandatory regulations.
- Effective line management (if applicable) of administrative staff and management of administrative functions to ensure flexibility and capacity to meet the Directorate’s needs. Line management will include: undertaking appraisals; ensuring direct reports can achieve their objectives and have access to appropriate training; recruitment; induction; and progressing any disciplinary or capability issues.
Quality and Governance
- Provide support to ensure adherence to governance and quality policies and procedures within the team/Directorate which may include
- a) Contributing to the development and monitoring of the Directorate business plan, with responsibility for delivering activities within area of responsibility.
- b) Contributing to the development, testing and exercising of a Division business continuity plan.
- c) Producing written guidance and standard operating procedures for administrative procedures and protocols.
- d) Contributing to the Division governance agenda and working groups.
- e) Adopt and role model a culture of continuous improvement.
Communication and Key Working Relationships
- The post holder will develop effective working relationships and communicate regularly with a wide range of individuals, including clinical and non-clinical, scientists, academics from Division and corporate staff e.g., HR and Payroll. This may include communicating verbally face to face, by email, phone or in writing and may also involve external stakeholders and members of the public as well as other public health organisations e.g., NHS and other Civil Service departments e.g., the Cabinet Office.
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 the UKHSA intranet and form part of the employment contract.
- 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, Division and the Organisation.
Professional development
- Identify, discuss and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events
- To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training.
Key working relationships
The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal and external to UKHSA.
Gweithio i'n sefydliad
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.
Swydd ddisgrifiad a phrif gyfrifoldebau manwl
Essential Criteria:
Please be aware that we will assess on the 9 below essential criteria stated on the advert rather than the full list on the job description document.
- Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency.
- 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.
- Experience of undertaking secretariat functions/administering meetings, events.
- Experience of writing and preparing reports for senior colleagues and / or meetings.
- Experience or understanding of budget management, business planning and business continuity processes.
- Ability to work without supervision working to tight and often changing timescales.
- Ability to lead a team and effectively manage team dynamics to drive forward a shared goal.
- You are detail-focussed, you ensure everything is accurate and error free
- You take a positive approach to tackling problems and find ways to identify suitable solutions.
Selection Process Details:
This vacancy will be assessed using a competency-based framework which will assess your skills and capabilities outlined in the essential criteria.
Stage 1: Application & Sift
This vacancy will be assessed using a competency-based framework which will assess your Qualifications, knowledge and experience and/or skills and capabilities outlined in the essential criteria.
You will be required to complete an application form. You will be assessed on the above listed 6 essential criteria, and this will be in the form of a:
-
CV/ Application form (‘Employer/ Activity history’ section on the application)
-
1000 word Statement of Suitability.
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.
The CV/Application form and Statement of Suitability will be marked together.
Shortlisting: In the event of a large number of applications we will shortlist on the following lead criteria - Ability to work without supervision working to tight and often changing timescales.Knowledge, experience, skills & abilities will be tested at interview .
Interviews 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.
Eligibility Criteria - Across government
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.
Please visit our careers site for more information https://gov.uk/ukhsa/careers
IMPORTANT - PLEASE READ
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.
This is a Non-Reserved post under the Civil Service Nationality Rules. To be eligible for employment in the UK Civil Service applicants must meet the Civil Service Nationality Rules (CSNRs) which operate independently of and additionally to the Immigration Rules. Applicants must also meet necessary security and vetting requirements, along with any other relevant pre-employment checks.
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
For more information on job nationality requirements and the right to work in the UK, see the Civil Service Nationality rules (opens in a new window) and the UK Visas and Immigration rules (opens in a new window)
For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest.
The Civil Service pay structure and progression is different from NHS Agenda for Change (AfC), most local authority pay grades and other systems that have annual pay increments. For further details, please refer to the Information Sheet- Starting Salaries & Benefits attachment.
For AfC or Medical/Dental posts, you must have the correct professional registration to be appointed. The pay will follow the AfC or Medical & Dental terms & conditions. You may be asked to provide evidence of previous service whilst we are conducting pre-employment checks to determine your starting salary.
For Temporary Appointments, if you are not currently a civil servant, you will take up the post on a Fixed Term appointment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA’s Pay policy.
Given the nature of the work of the UKHSA, as a Category 1 responder under the Civil Contingencies Act, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment.
Late Applications will unfortunately not be considered.
The Civil Service embraces diversity and promotes equality of opportunity. 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 (attached as a supporting document).
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: [email protected] 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 here.
Reserve List - If more than the required number of suitable candidates pass the interview criteria, you may be kept on a reserve list for 12 months subject to your agreement. You may be contacted, in merit-order, if similar roles with closely matching essential criteria become available and the department choose to appoint from a reserve list.
Interview expenses will not be reimbursed.
UKHSA is required to check employment and/or education history covering three consecutive years. Please ensure you give details of at least two different referees, even if you were employed in one company for three years or more.
If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
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 https://www.childcarechoices.gov.uk/.
Benefits of working at UKHSA include:
- Generous annual leave:
-26 days for the first 5 years of continuous service
-28 days after 5 years of continuous service
-32 days after 10 years of continuous service
-Plus public holidays and one privilege day for the King’s birthday - Access to a generous Defined Benefit pension scheme with employer contributions.
- Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving.
- Access to a retail discounts and cashback site.
- We also promote flexible working patterns (part-time, job-share, condensed hours). UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing.
- We also offer a generous maternity/ paternity and adoption leave package.
Hybrid Working
UKHSA operates 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 usually spend a minimum of 60% of your contracted hours (averaged over a month) working at one of UKHSA's locations (approximately 3 days a week pro rata) and the rest of your time working from home.
Disability Confident Scheme
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria at sift to ensure these candidates are invited to interview. If you wish to be included in this scheme please tick the box on your application form.
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 take into account 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:
Contact 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/
Person specification
Qualifications
Meini prawf dymunol
- Educated to degree level/NVQ 6 in relevant subject or equivalent experience in a similar area of work
Skills and Capabilities
Meini prawf hanfodol
- Skills and Capabilities Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency.
- Ability to work without supervision working to tight and often changing timescales.
- Ability to lead a team and effectively manage team dynamics to drive forward a shared goal.
- You are detail-focussed, you ensure everything is accurate and error free.
- You take a positive approach to tackling problems and find ways to identify suitable solutions
- 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.
Knowledge & Experience
Meini prawf hanfodol
- Experience of undertaking secretariat functions / administering meetings, events.
- Experience of writing and preparing reports for senior colleagues and / or meetings.
- Experience or understanding of budget management, business planning and business continuity processes.
Documents
- Job Description (PDF, 216.8KB)
- Civil Service Recruitment Principles (PDF, 2.6MB)
- Civil Service Nationality Rules (PDF, 195.3KB)
- Application Form Guidance Notes (PDF, 77.3KB)
- Information Sheet - Starting salaries and benefits (PDF, 129.4KB)
- Information Sheet - Selection Process (PDF, 110.1KB)
- Working at UKHSA and your benefits (PDF, 219.2KB)
Further details / informal visits contact
- Enw
- Natasha Kukadia
- Teitl y swydd
- Resourcing support
- Cyfeiriad ebost
- [email protected]
- Gwybodaeth i gefnogi eich cais
For information regarding the role please contact [email protected] - Head of Directorate Operations and Chief of Staff.
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