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UK Health Security Agency

About

The UK Health Security Agency (UKHSA) prevents, prepares for and responds to infectious diseases, and environmental hazards, to keep all our communities safe, save lives and protect livelihoods.

We provide scientific and operational leadership, working with local, national and international partners to protect the public’s health and build the nation’s health security capability.

UKHSA is an executive agency, sponsored by the Department of Health and Social Care.

Contact

Address: 10 South Colonnade; London; E14 4PU

Find out more

Jobs Website

Closed

Ref: 919-CG-301092-EXT Vacancy ID: 8010000

Administrative Officer

Closed for applications on: 5-Jun-2026 00:00

Vacancy status: Closed

Closed for applications on: 5-Jun-2026 00:00

Location

Site: Scientific Campus
Town: Porton
Postcode: SP4 0JG

Contract type & working pattern

Contract

Permanent

Hours

Part time
Job share
Flexible working

22.5 hours per week

Salary

Salary: £25,651 - £27,220 per annum, pro rata
Salary period: Yearly
Grade: (Civil Service: Administrative Officer (AO))

Specialty

Main area: Laboratory Administrator

The UK Health Security Agency (UKHSA) prevents, prepares for and responds to infectious diseases, and environmental hazards, to keep all our communities safe, save lives and protect livelihoods.

We provide scientific and operational leadership, working with local, national and international partners to protect the public’s health and build the nation’s health security capability.

UKHSA is an executive agency, sponsored by the Department of Health and Social Care.

Detailed job description and main responsibilities

Service Delivery

Provide a complete administrative and secretarial support function to the laboratory, on a day-to-day basis performing duties such as the typing of letters, reports and papers for publication and the preparation of audio-visual aides, using the appropriate computer package.
Organise local meetings involving room booking and informing attendees of meeting arrangements.
Receive orders from the laboratory and process on Money and People Services (MAPS) which is the UKHSA finance, purchasing, HR and payroll system, this will often involve phoning suppliers and obtaining up to date prices and product details.
The post-holder will also enter goods received notes on to the system and maintain a file of all orders which will be updated daily.
Place and follow up urgent orders by telephone as required.
Support the data entry staff by entering and interpreting information on the laboratory computer systems including the use of the Laboratory Information Management System (LIMS) for FW&E samples.
Liaise with customers and colleagues both by telephone and e-mail systems where appropriate regarding the provision of information from laboratory systems, including supporting the Laboratory Manager in the provision of contract and financial information.
Take, and where appropriate, deal with, enquiries to the laboratory regarding our activities.
Assist in general administrative duties including post, photocopying and maintaining filing systems, including both manual and electronic files.
Participate in the supervision and training of other staff, in particularly regarding data entry activities.
Assist in the updating and writing of Standard Operating Procedures for administrative functions.

General

Be adaptable to change and to work flexibly, maintaining appropriate levels of training as necessary.
Maintain effective communication with line managers and to ensure that where problems occur, they are highlighted with the Laboratory Manager and are documented using appropriate laboratory policy.
Demonstrate a positive attitude to the laboratory and other members of the team. Perform any other duties, commensurate with grade, as requested by the Line Manager.
Organise and review Transport collections for our customers.

Customer Relationships

Respond to requests and communicate accurately, information and results to other laboratory staff, as required. Refer queries to other, more senior staff, as appropriate.

Financial Management

To assist the laboratory administrator in the invoicing of all laboratory customers and settlement of any associated queries.

Quality Systems Management

Participate in activities necessary for the maintenance and development of the Quality System in accordance with UKAS requirements.
Support the laboratory’s accreditation to ISO 17025 and ensure compliance with UKAS and other accreditation and certification standards.

Asset Management

Assist in the maintenance of equipment in the administration area in order to ensure efficient and safe operation. Assist in the maintenance of stocks of stationery, ensuring that stocks are received, stored and used appropriately.

Strategy, Policy and Service Development

Support the implementation of new methods and technologies into the laboratory, to maximize quality and efficiency of testing.
Support appropriate income generation activities for the laboratory, in accordance with the National FW&E objectives, in conjunction with the Laboratory Management Team.

IT Infrastructure

To be competent in the use of the laboratory’s IT systems and for the basic inputting of data into the system.

Security / Health and Safety

Ensure confidentiality and conformity to the requirements of the Data Protection Act, Caldicott principles and the Laboratory Information Systems and Technology Security policy.
Ensure that health and safety are afforded priority and to demonstrate commitment to health, safety and welfare of self, staff and visitors.
Ensure attendance of self and manage

The above lists are not exhaustive

Essential Criteria

Good standard of general education e.g. GCSE level including English language or relevant experience working in a laboratory
Experience of working as part of a team
IT literate with some experience of data entry
Experience of working with integrated software packages, including Windows, MS Office, Email, and internet
Maintain adequate levels of confidentiality
To be able to work in an organised and flexible manner, with the ability to cross over to other office roles when necessary
Ability to prioritize own workload effectively
Communicate clearly both orally and in writing with a wide range of people of differing levels within the organisation
Word process and data input both precisely and quickly in a variety of formats
Demonstrate a high level of motivation and commitment to high standards
An understanding of and commitment to equality of opportunity and good working relationships

Desirable Criteria

Previously worked in a busy office environment
Previous experience of working in public health including Medical/microbiological data entry

Selection Process Details (Success Profiles)

This vacancy is using Success Profiles and will assess your Behaviours, Strengths and Experience. 

  Stage 1: Application & Sift  
Success profiles Success Profiles - GOV.UK 

You will be required to complete an application form. You will be assessed on the listed 11  essential criteria, and this will be in the form of a:  

Application form (‘Employer/ Activity history’ section on the application)

1000  word supporting statement.

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.  
 
You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V –please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV. 

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than  1000  words. We will not consider any words over  1000 words.

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

If used, the pile ‘Meets all essential criteria will proceed to shortlisting.

Shortlisting: 

In the event of a large number of applications we may conduct an initial sift, on the lead criteria of:

Good standard of general education e.g. GCSE level including English language or relevant experience working in a laboratory

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. 

Feedback will not be provided at this stage. 

  Stage 2: Interview 

Success profiles Success Profiles - GOV.UK 

You will be invited to a single  face to face interview based at UKHSA Food, Water and Environmental Microbiology Laboratory, Manor Farm Road, Porton Down, Salisbury, Wiltshire SP4 0JG.

If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.
  Behaviours and Strengths  will be tested at interview

The Behaviours tested during the interview stage will be:

Communicating and Influencing (Lead behavior)
Working Together
Delivering at Pace

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.

Location

This role is being offered as office/lab based at our Scientific Campus in Porton. Based at our scientific campus, you will be required to have a Counter Terrorism Check security vetting check as a minimum. 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.

Please note hybrid working is not available for this role.

Security Clearance Level Requirement

Successful candidates must pass a basic disclosure and barring security check before they can be appointed.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-Terrorist Check.

Eligibility Criteria

External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Salary Information
If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

IMPORTANT - PLEASE READ

If you experience technical difficulties when using Trac, please contact Support via https://apps.trac.jobs/support and provide screenshots/details of the issue encountered. If Trac cannot resolve your issue, you should notify the UKHSA Recruitment Team at [email protected] as soon as possible.

Please note that where no technical issue has been recorded by Trac, and no supporting evidence has been provided before the closing deadline, we will be unable to accept late applications. We therefore recommend submitting applications well in advance of the closing date and taking screenshots of any issues encountered.

Civil Service Commission | Regulating recruitment into the Civil Service and helping uphold the Civil Service core values of Impartiality, Objectivity, Integrity and Honesty

Artificial Intelligence (AI)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.

Link below:

Artificial intelligence and recruitment | Civil Service Careers

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.  You may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan which you will need your department to agree. You cannot take the post up as a fixed term. 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.

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 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.

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.

The panel will assess if candidates meet the requirement of the role first, using a specific benchmark system. If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available.

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/

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 could be time accrued over that period.

Internal Fraud check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service.

Security Vetting

Please check the Security Clearance needed for the role and follow the link for more information:

https://www.gov.uk/government/publications/united-kingdom-security-vetting-clearance-levels/national-security-vetting-clearance-levels

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK.

The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Person specification

Application and supporting statement

Essential criteria

Application and supporting statement

Behaviours

Essential criteria

Communicating and Influencing
Working Together
Delivering at Pace

Documents

Further details / informal visits contact

Name: Charlene Gwekwerere
Job title: Resourcing Support Officer
Email address: [email protected]
Additional information: For information regarding the role please contact [email protected]