Job summary

We are looking to appoint a permanent Business Support Manager (Admin Team Leader) based in the Operations Team , within Research and Evaluation, based at Porton Down.

The post holder will lead on a number of business administrative support functions for Research and Evaluation and be responsible for the implementation and management of relevant systems and processes for the business admin service. The post holder will be the main line manager for the administrative team.

The postholder will have relevant degree and/ or equivalent experience. The post holder will need good communication skills and ability to lead and work in a team.

Main duties of the job

The post holder will be responsible for

Leadership and Management:

To Lead and line manager the Operations team on their day-to-day activities (where appropriate). Undertake effective line management of staff including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff

Business & Support

Provide administrative business support to a range of functions which may include business continuity, internal communications, finance and staff engagement. Identify opportunities to make improvements to business processes across the Research & Evaluation department.

Provide comprehensive administrative support to R&E by working with the Admin Team, Operations Team and Management colleagues, and departmental staff.

Project Support

Support corporate projects and service reviews, identifying requirements and providing options to improve ways of working across the administrative Team.

Assist and work closely with members of the relevant teams, providing information (including statistical information) to the Operations Managers, Senior Operations Manager planning and managing elements of the business administrative service as directed by the relevant lead for business services or Operations Manager.

About us

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.

Research & Evaluation at UKHSA Porton, is UK’s largest capability for handling 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 focussed on high priority activities including: CoV-2, Ebola, Zika, Crimean Congo Haemorrhagic Fever, Q Fever, Anthrax, Tuberculosis, Monkeypox, Influenza, Pertussis, Meningococcal disease, Group B Streptococcal disease, Healthcare Acquired Infections, Anti-Microbial Resistance, etc.

This post will lead and line manage the R&E Admin Team who report into the Operational Team supporting R&E in the delivery of the scientific strategy.

Date posted

09 March 2023

Pay scheme

Other

Salary

£29,160 to £35,612 a year per annum, pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

919-RA-60715804-EXT

Job locations

UKHSA, Porton Down Salisbury

Manor Farm Road

Salisbury

SP4 0JG

Job description

Job responsibilities

Please refer to the Job Description and person specification for a full list of responsibilities.

Leadership and Management

  • Lead and line manager the Operations team on their day-to-day activities (where appropriate)
  • Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
  • Undertake effective line management of staff including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff.

Business & Support

  • Provide administrative business support to a range of functions which may include business continuity, internal communications, finance and staff engagement.
  • Identify opportunities to make improvements to business processes across the Research & Evaluation department.
  • Support R&E to deliver on key priorities in a timely and responsive fashion.
  • Provide comprehensive administrative support to R&E by working with the Admin Team, Operations Team and Management colleagues, and departmental staff
  • 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 and writing and updating team SOPs as needed.
  • Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.

Applicants are strongly advised to use the criteria in the job description/person specification (available online) as sub-headings in their application to make it clear how they meet each of the selection criteria.

Selection Process

This vacancy is using Success Profiles and will assess your Behaviours, Experience and Technical Skills

As part of the application process, you will be asked to provide a Personal Statement / Statement of Suitability (in no more than 1250 words)

This should outline how you consider your skills, experience and achievements, and provide evidence of your suitability for the role, with particular reference to the essential criteria will also be asked to provide information within the Employer/ Activity history section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history (this will be used in the sifting process and will be scored).

STAGE 1 – APPLICATION & SIFT: You will be required to complete an application form. This will be assessed in line with the advertised you are successful at this stage, you will progress to an interview.

STAGE 2 INTERVIEW All candidates who are successful at the sift stage will undertake a single video interview.

All applicants that progress to an interview will be assessed on their technical skills and a blended interview against a mixture of Behaviours and Experience.

The Behaviours tested during the interview stage will be:

  • Working Together
  • Delivering at Pace
  • Communicating and Influencing

Technical Skills will be assessed on the:

  • Relevant administrative experience
  • Experience of multitasking
  • Meeting management experience

Eligibility Criteria Text:

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 Basic Personnel Security Standard

People working with government assets must complete Basic Personnel Security Standard checks.

Salary

New entrants to the Civil Service are expected to start on the minimum of the pay band.

The internal roles rules apply to existing Civil Servants, level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase. Either case is determined by whichever is the highest. For further details please refer to the Information Sheet- Starting Salaries & Benefits attachment.

Flexible Working:

UKHSA offers hybrid working for its employees this means that whilst the role will be based in one of our UKHSA offices, there will be opportunities for an element of working from home. The balance between home and workplace working is to be agreed with the line manager, determined primarily by business need and in line with departmental policy. Some business travel will be required to other UKHSA offices. Business travel between base location and any other UKHSA offices will be covered under the UKHSA Travel and Expenses policy. Please be aware that this role can only be worked in the UK and not overseas. Relocation expenses are not available.

Late applications will not be considered.

Job description

Job responsibilities

Please refer to the Job Description and person specification for a full list of responsibilities.

Leadership and Management

  • Lead and line manager the Operations team on their day-to-day activities (where appropriate)
  • Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
  • Undertake effective line management of staff including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff.

Business & Support

  • Provide administrative business support to a range of functions which may include business continuity, internal communications, finance and staff engagement.
  • Identify opportunities to make improvements to business processes across the Research & Evaluation department.
  • Support R&E to deliver on key priorities in a timely and responsive fashion.
  • Provide comprehensive administrative support to R&E by working with the Admin Team, Operations Team and Management colleagues, and departmental staff
  • 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 and writing and updating team SOPs as needed.
  • Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.

Applicants are strongly advised to use the criteria in the job description/person specification (available online) as sub-headings in their application to make it clear how they meet each of the selection criteria.

Selection Process

This vacancy is using Success Profiles and will assess your Behaviours, Experience and Technical Skills

As part of the application process, you will be asked to provide a Personal Statement / Statement of Suitability (in no more than 1250 words)

This should outline how you consider your skills, experience and achievements, and provide evidence of your suitability for the role, with particular reference to the essential criteria will also be asked to provide information within the Employer/ Activity history section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history (this will be used in the sifting process and will be scored).

STAGE 1 – APPLICATION & SIFT: You will be required to complete an application form. This will be assessed in line with the advertised you are successful at this stage, you will progress to an interview.

STAGE 2 INTERVIEW All candidates who are successful at the sift stage will undertake a single video interview.

All applicants that progress to an interview will be assessed on their technical skills and a blended interview against a mixture of Behaviours and Experience.

The Behaviours tested during the interview stage will be:

  • Working Together
  • Delivering at Pace
  • Communicating and Influencing

Technical Skills will be assessed on the:

  • Relevant administrative experience
  • Experience of multitasking
  • Meeting management experience

Eligibility Criteria Text:

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 Basic Personnel Security Standard

People working with government assets must complete Basic Personnel Security Standard checks.

Salary

New entrants to the Civil Service are expected to start on the minimum of the pay band.

The internal roles rules apply to existing Civil Servants, level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase. Either case is determined by whichever is the highest. For further details please refer to the Information Sheet- Starting Salaries & Benefits attachment.

Flexible Working:

UKHSA offers hybrid working for its employees this means that whilst the role will be based in one of our UKHSA offices, there will be opportunities for an element of working from home. The balance between home and workplace working is to be agreed with the line manager, determined primarily by business need and in line with departmental policy. Some business travel will be required to other UKHSA offices. Business travel between base location and any other UKHSA offices will be covered under the UKHSA Travel and Expenses policy. Please be aware that this role can only be worked in the UK and not overseas. Relocation expenses are not available.

Late applications will not be considered.

Person Specification

Experience – CV

Essential

  • CV/Application Form

Experience – Statement Of Suitability

Essential

  • Statement Of Suitability/ Supporting Statement
Person Specification

Experience – CV

Essential

  • CV/Application Form

Experience – Statement Of Suitability

Essential

  • Statement Of Suitability/ Supporting Statement

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .

Additional information

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .