Deputy office manager

Details Reference number 320164 Salary £25,976 - £30,264 Job grade Executive Officer EO National Contract type Permanent Type of role Science Working pattern Full-time Number of jobs available 1 Contents Location About the job Benefits Things you need to know Apply and further information Location MRI, Oxford Road, Manchester, M13 9WL About the job Job summary We are seeking an enthusiastic and highly motivated deputy office manager to oversee the office area in the virology department. The post holder will be supported by the Virology laboratory manager and a small team of office supervisors. All applicants must hold at least 3 years-experience in an office supervisory role. The post holder will, alongside the Virology laboratory manager manage the Virology office area. The post holder will be expected to provide professional leadership for all members of staff for whom s/he is accountable. You will lead staff by example and in a manner, which will encourage the development of a positive attitude of each member of staff for the service and the patient. This is an exciting opportunity to join the largest Virology departments in England. The Virology department forms part of The Manchester Medical Microbiology Partnership (MMMP), which is a collaboration between Manchester University NHS Foundation Trust (MFT) and UK Health Security Agency (UKHSA). The laboratory therefore provides both a clinical Virology service and a public health Virology service to the North-West of England and beyond. The laboratory is accredited by UKAS (ISO15189 standard). The laboratory has a friendly atmosphere with a good team spirit and offers the opportunity for you to develop personally and professionally. The department is a designated IBMS training laboratory, has an extensive quality system in operation and is fully accredited. Location This is a lab-based role that will be located at Virology Department, 3rd Floor Clinical Sciences Building, MRI, Oxford Road, Manchester, M13 9WL. *Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.* Working Pattern – Full Time The department requires staff to support the department in delivering a comprehensive Virology service over 7 days. Staff may be required to work a variety of shifts, including weekends, throughout the 24-hour period if appropriate to the post. Job description Responsibilities section: The job holder will be required to carry out the following responsibilities, activities and duties: Provide high level administrative support to the team, including diary management and travel arrangements Maintain a range of office management systems and processes Use the functions of MS Office including Excel spreadsheets, databases, Word, and PowerPoint Contribute to and propose changes and improvements to local office management systems Maintain an efficient system for managing sustainable development records Maintain an efficient system for managing UKHSA’s staff security files Act independently on day-to-day issues and to use own judgement within the autonomy and limitations of the post Promote the adherence to policies and procedures of UKHSA, and to its values and behaviours Manage the timely return of data for HR purposes, to include sickness absence reporting, and any other relevant information requested Maintain effective records of departmental resources to meet the needs of internal and external audit Manage administrative systems for the directorate including staff amendment forms, sickness and annual / special leave. Organise meetings, prepare agendas take notes and minutes and ensure follow-up action for meetings Responsible for ensuring that all UKHSA HR policies are adhered to , e.g. visiting working and flexible working requests To co-ordinate local documentation for new starters e.g. IT set up, plus general administrative support The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Please see the job description for the full list of duties and responsibilities. Person specification Essential Criteria: It is important through your application and Statement of Suitability of 1250 words that you give evidence and examples of proven experience of each of the following criteria: Essential Significant administrative/secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information Experience of organising meetings and producing supporting paperwork, including agendas, and taking minutes/action notes. IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel Communicate clearly and concisely both orally and in writing Experienced at working under pressure handling multiple tasks and prioritising own workload Ability to use finance systems and support financial analysis for reports Ability to work without supervision working to tight and often changing timescales Line management skills Ability to use digital tools e.g. JIRA Desirable Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience Follow relevant policies, procedures, and legislation to complete your work. Benefits Working for the UKHSA For more information on the UKHSA please visit: UK Health Security Agency - GOV.UK (www.gov.uk) Benefits Learning and development tailored to your role An environment with flexible working options A culture encouraging inclusion and diversity A Civil Service pension with an average employer contribution of 27% Range of health and wellbeing support 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 Childcare Choices , 30 Hours Free Childcare, Tax-Free Childcare and More , Help with Costs , GOV.UK Things you need to know Selection process details Stage 1 – Application and sift: You will be required to complete an application form and a statement of suitability. This will be assessed in line with the advertised essential criteria – please do provide evidence of how you meet this. If you are successful at this stage, you will progress to an interview. Stage 2 – Interview This competition will involve an interview either by video or face to face. As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification. Please be aware that you may be asked to undertake a test or presentation at interview. Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section). You 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. Expected Timeline: Advert close: 23:55hrs on 29th October 2023 – unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Shortlist: TBC Interviews: TBC Please note these dates could be subject to change. Feedback will only be provided if you attend an interview or assessment. Security Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks. Nationality requirements 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) 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 equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. Apply and further information This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Contact point for applicants Job contact : Name : Jon Payne Email : [email protected] Recruitment team Email : [email protected]