Business Support Officer

We are seeking a Business Support Officer to work within the administration team at UKHSA Porton Down.

Working closely with two scientific divisions, the Business Support Officer will provide high quality administrative support, contributing to the effective running of business operations and supporting the delivery of key scientific programmes. The Business Support Officer will provide comprehensive day-to-day administrative and secretariat support to the Divisions and its scientific teams ensuring the effective coordination of business activities and processes. They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. They will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties.

The Business Support Officer may work with colleagues who are based across the country at different sites and/or who work remotely.

• Provide comprehensive administrative support to teams across the Directorate
• Communicate and engage effectively with a range of people including internal and external staff and stakeholders
• Responsible for the organisation of meetings and events and production of reports/papers/minutes
• Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function
• 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
• Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads
• Provide support including overseeing the placement of orders for goods/stationery through the MaPS system ensuring accurate receipting and processing of all goods received
• Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility
• Act as a point of contact for GxP archiving activities supporting archive submissions, retrieval requests and the management of archived records

The Business Support Officer is a key member of the Administration Team, providing high-quality administrative support and advice to the two scientific divisions and Operations team across the Porton Down site. This is a demanding and varied role that is central to the effective operation of the divisions and wider Directorate.

They will be responsible for delivering a broad range of administrative services, including complex travel arrangements, diary management, meeting and event coordination, the preparation of meeting documentation, and the accurate recording and distribution of meeting minutes and actions. The role involves supporting both internal and external stakeholders. Each Business Support Officer will have designated scientific teams for which they act as a primary administrative contact, ensuring the timely and effective delivery of administrative support.

The Business Support Officer will lead on a defined portfolio of responsibilities within the Administration Team, taking an active role in the delivery of services, communication of information, and coordination of activities across divisions. They will build and maintain effective working relationships with UKHSA leaders, colleagues and stakeholders, providing a professional, customer-focused service and contributing to the smooth running of business operations.

The above is only an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by your line manager.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

From time to time, the role holder may be required to support UKHSA’s incident response activity by contributing their appropriate expertise within an Incident Cell; during such periods, supported by the line manager, this work will take priority over normal day‑to‑day responsibilities, commensurate with their grade, skills and experience.

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

Further information on nationality requirements (opens in a new window)

This vacancy is using Success Profiles Success Profiles - GOV.UK and will assess your Behaviours, Experience and Technical Skills.

Stage 1: Application & Sift

At sift stage you will be assessed against the 5 Essential Criteria listed in this job advert. You will be required to complete:

• An Application Form (‘Employer/Activity history’ section on the application)
• A 750 word Supporting Statement - do not exceed 750 words as we will not consider any words over and above this number

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the 5 Essential Criteria listed in this advert.

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 CV – please note 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.

Longlisting

In the event of a large number of applications, we may longlist into 3 piles of:

• Meets all Essential Criteria
• Meets some Essential Criteria
• Meets no Essential Criteria

Only those that 'Meets all Essential Criteria' will progress to Shortlisting.

Shortlisting

In the event of a large number of applications, we may conduct an initial sift on the following Essential Criteria:

• Demonstrable experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes.

Desirable criteria may be used in the event of a large number of applications/successful candidates.

If you are successful at this stage, you will progress to interview and assessment. Feedback will not be provided at this stage.

Stage 2: Interview

You will be invited to a single face-to-face interview at our Scientific Campus in Porton Down, Salisbury. In exceptional circumstances, we may be able to offer a remote interview.

Interview date(s) to be confirmed.

Behaviours, Experience and Technical Skills will be tested at interview.

The Behaviours being tested at interview stage will be:

• Managing a Quality Service - Lead Behaviour
• Working Together
• Communication and Influencing

Technical Skills will be assessed from questions during the interview.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Qualifications and Registrations

For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot commence until satisfactory documentation has been received and verified.

Eligibility Criteria

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

Salary Information

Civil Service: Executive Officer (EO)

EO National: £28,547 - £33,196

Per annum, pro-rata

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.

Location

This role is being offered as office based at our Scientific Campus in Porton Down, Salisbury.

Security Clearance Level Requirement

Successful candidates must pass a basic disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter Terrorism Check.

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. In exceptional circumstances UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Recruiting Manager listed in the advert for further advice.

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.

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 consider 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 it 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.

Feedback will only be provided if you attend an interview or assessment.