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Job summary

Main area
Administration
Grade
Civil Service: Executive Officer (EO)
Contract
Permanent
Hours
  • Full time
  • Part time
  • Job share
  • Flexible working
Job ref
919-JP-6398086-EXT
Employer
UK Health Security Agency
Employer type
Public (Non NHS)
Site
UKHSA Chilton
Town
Chilton, Oxfordshire
Salary
£29,109 - £34,131 per annum, pro rata
Salary period
Yearly
Closing
03/03/2025 23:59

Employer heading

UK Health Security Agency logo

Facilities Services Supervisor

Civil Service: Executive Officer (EO)

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.

Job overview

The Radiation, Chemical, Climate and Environmental Hazards (RCCE) Facilities Team is responsible for delivering high quality day-to-day essential services across three RCCE sites located at Chilton, Leeds and Glasgow. The Chilton site and its occupants provide Environmental Public Health Category 1 response for U.K. Government emergencies and is also the base for UKHSA colleagues from the Thames Valley Health Protection Unit, UK Cancer Registry, National Drug Treatment Monitoring Centre and others. 

Main duties of the job

The successful candidate will be responsible for the administration of RCCE Facilities contractors delivering cleaning, grounds maintenance, routine servicing of plant and equipment, routine maintenance of fire alarm, routine regulatory testing and keeping of records, office administration, issuing of passes and access cards and keeping records of waste, management of the Helpdesk and greeting of visitors and engineers and procurement for the Section.

 

Working for our organisation

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.  

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Detailed job description and main responsibilities

The  key responsibilities will include:

  • Keep and update records of maintenance reports, fault reports, purchasing records, capital bids, capital jobs, smaller works, work requisitions, contractor day sheets, quotes, work permits, letters etc. These records are both paper and electronic and cover RCCE sites at Chilton, Leeds and Glasgow. Record data to ensure all regulatory and legislative requirements for Scientific Facilities Services and Engineering functions are met.
  • Keep records of staff locations and requests for office moves through the F282 system.
  • Type letters and faxes and create documents and spreadsheets as requested.
  • Book hotels, flights and hire cars as requested ensuring the person travelling has copies of confirmations.
  • Provide the first point of contact for staff and internal visitors to the office. Deal with their request in an appropriate and timely manner.
  • Answer telephone calls and take messages. Provision of reminders to other team members for various tasks.
  • Liaise with all levels of staff and management to ensure Scientific Facilities Services tasks are carried out smoothly.
  • Ordering of visitor stationery, badge holders, franking machine items and other goods and consumables used by Reception and Post Room.
  • Liaise with Vending suppliers regarding vending machine breakdown and stock issues.
  • Arranging of Team Meetings and issuing of minutes.
  • Ensure library of brochures and equipment catalogues is kept up to date.
  • Management and maintenance of the Scientific Facilities Helpdesk. Liaise with and assist all customers calling or e-mailing the Helpdesk. Produce and issue work tickets to resolve their request. Advise customers of any delays which may occur. Manage any complaints ensuring a suitable conclusion is reached.
  • Dynamically risk assess all issues reported to the CHI Helpdesk and alert personnel accordingly to those which need rapid response.
  • Check and authorise pool car requests.
  • Manage the on-call calendar ensuring it is up to date and the phone is transferred to the correct team member on a Monday morning.

This is not an exhaustive list, please see job description document for full list of duties.


Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the listed 5 essential criteria that have been selected from the JD , and this will be in the form of:

  • an application form (‘Employer/ Activity history’ section on the application)
  • a 1000 word Statement of Suitability.  

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.  

The Application form and Statement of Suitability will be marked together.

Please note you will not be able to upload your CV. You must 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 will longlist into 3 piles of: 

  • Meets all essential criteria  
  • Meets some essential criteria  
  • Meets no essential criteria  

Please note only applications meeting all essential criteria will be taken through to shortlisting.

Shortlisting: In the event of a large number of applications we will shortlist on:

  • Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information.

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 and assessment.

Please do not exceed 1000 words.  We will not consider any words over and above this number. 

Feedback will not be provided at this stage. 

Stage 2: Interview (competency based)

You will be invited to a face to face interview. In extreme circumstances, we may be able to consider a remote interview.

Knowledge, experience, skills & abilities will be tested at interview.

There will be a technical test.

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

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

Location

This role is being offered as office based at our Scientific Campus in Chilton, Oxfordshire.

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 Counter Terrorism Check (CTC).

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.  

Person specification

Application Form and Statement of Suitability

Essential criteria
  • Application Form and Statement of Suitability

Qualification 1

Essential criteria
  • Qualified to GCSE A-C grades in Maths and English and/or equivalent experience

Experience 1

Essential criteria
  • IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint.

Experience 2

Essential criteria
  • Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information.

Experience 3

Essential criteria
  • Experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes.

Experience 4

Essential criteria
  • Experienced at working under pressure handling multiple tasks and prioritising own workload.

Employer certification / accreditation badges

Purple SpaceApprenticeships logoNo smoking policyAge positiveImproving working livesMindful employer.  Being positive about mental health.Disability confident employerThe Employers Network for Equality & Inclusion (enei) is the UK's leading employer network covering all aspects of equality and inclusion issues in the workplace.Carer Confident -AccomplishedHappy to Talk Flexible Working

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Jon Payne
Job title
Recruitment Officer
Email address
[email protected]
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