Rabies and Immunoglobulin Service Vaccine Support Officer – Team Lead

• Experience or understanding of budget management, business planning and business continuity processes
• Significant administrative/ secretarial experience within a public health environment including developing, implementing and maintaining office systems and handling sensitive patient information.
• Educated to degree level/NVQ 6 in business administration / management or equivalent experience in a similar area of work
• Experienced in IT skills, advanced Microsoft Office skills, including Word, Outlook, Excel, PowerPoint and Power BI tool

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.

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.

£37,749 - £45,353

Per Annum, Pro Rata

A Civil Service Pension with an employer contribution of 28.97%

Alongside your salary of £37,749, UK Health Security Agency contributes £10,935 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• A Civil Service pension with an employer contribution of 28.97%

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. Please be aware that the salary is based on the office location.

• 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

We pride ourselves as being an employer of choice, promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce. UKHSA's 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.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity

External - This vacancy is open to all external applicants (anyone) from outside the Civil Service as well as internal applicants.

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)

The Rabies and Immunoglobulin Service (RIgS) at UK Health Security Agency (UKHSA) Colindale is a cross-divisional service supporting the post-exposure treatment of serious infections. RIgS staff comprise a multi-disciplinary team comprising of both clinical and administrative staff within Public Health Programmes and work closely with consultant virologists in Emerging Infections and Zoonoses. Expert guidance and medical support is provided by consultants from each of the divisions responsible for their specific topic area. Immunoglobulins and anti-toxins are specialist products that are issued to the NHS in a range of situation. The post sits within the Business Management Section of the RIgS team.

The post holder will triage calls and will support the exposure risk assessment process to ensure the correct ordering of immunoglobulins or anti toxins for post exposure treatment. The post holder will liaise with external stakeholders on a daily basis to ensure that all products ordered have been delivered at the specified addresses and within appropriate timescales, troubleshooting any problems and providing oversight to the team. Emergency orders also need to be processed in a timely manner. RIgS are also contactable via email through multiple inboxes which the post-holder will manage. In addition to the mailboxes the post holder will provide administrational support for the service by analysing and reporting on service delivery activity.

• Business Support Functions such as business planning, minute taking etc.
• Operational Support to a range of corporate functions.
• Effective line management of administrative staff and management of administrative functions
• Produce and ensure adherence to governance and quality policies and procedures.
• Manage uploads of ordering forms
• Respond to queries regarding vaccines and immunoglobulin
• Maintain accurate storage and distribution of version controlled documentation
• Participate in an Out Of Hours on call rota for 1 week in 6 (17:30-09:00 Weds-Tues)
• Maintenance of RIgS database (SQL)
• Contribute to effective information management
• Provide cover as directed by line manager for other members of the team in their absence and as required.
• Management of processes / stock when batch changes are required and ensuring all relevant parties are aware as well as rick assessment forms are updated and distributed.
• Project Support - support corporate projects and service reviews
• Financial and Resource Management - support the effective management of finance for the team and directorate
• Leadership and Management - be a visible, positive and competent role model and motivator
• Communication and maintaining key working relationships such as NHS, DHSC and other public health colleagues
• Lead on a number of business support functions for the team and be responsible for the implementation and management of relevant systems and processes 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.
• Effective line management of administrative staff and management of administrative functions to ensure flexibility and capacity to meet the service'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
• Deputise for Service Delivery Manager to cover absence and holidays
• Contributing to the development and monitoring of the services business plan, with responsibility for delivering activities within area of responsibility.
• Producing written guidance and standard operating procedures for administrative procedures and protocols.
• Manage uploads of ordering forms to ensure all governance processes are maintained.
• Respond to queries regarding vaccines and immunoglobulin via email and telephone.
• Maintain accurate storage and distribution of version-controlled documentation relevant to the service.
• Maintenance of the RIGS database (SQL)
• 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 as required.
• Management of processes / stock when batch changes are required and ensuring all relevant parties are aware and risk assessment forms are updated and distributed accordingly.
• Support corporate projects and service reviews, identifying requirements and providing options to improve ways of working across the Directorate.
• Provide reports for the management team as required.
• Respond to the requirements of internal and external audit as directed
• 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.
• 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.
• Producing written guidance and standard operating procedures for administrative procedures and protocols.
• Contributing to the Directorate governance agenda and working groups.

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.

Permanent

If this role is fixed term and 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 UKHSA, you will take up the post as a loan which you will need your department to agree. Loans are normally agreed for a period of two years. However, this may be extended where required, subject to agreement between UKHSA and your home department. 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. If this role is permanent, it may also be available as a loan (for existing Civil Servants only) or secondment arrangement, subject to business need and agreement from the hiring manager and, where applicable, the employee's home organisation.

Full-time

Scientific Campus - Colindale, London

This role is being offered as office/lab based at our Scientific Campus in Colindale. Please note hybrid working is not available for this role.

485209

Higher Executive Officer

Administration / Corporate Support
Governance
Operational Delivery

1

• 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 Directorates 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.

This list is not exhaustive.

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

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

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