JOB SUMMARY

This post works across UKHSA Public Health Microbiology (PHM) including the Clinical Laboratory Network and the PHM Reference services. UKHSA Public Health Laboratories are unique in having a managed network strategically placed across the country, that together with national centres based at Colindale and Porton, deliver a total microbiology service, providing end to end diagnostic services with specialist consultant specialist clinical advice. This network provides the national surveillance information and evidence for controlling outbreaks, effective public health interventions and for the prevention of a wide range of infectious disease affecting the population.
The managed network of clinical and public health laboratories is based throughout England in various strategic locations including Birmingham, Bristol, Cambridge, and Manchester, providing specialist public health and diagnostic microbiology. Public health microbiology is also provided by collaborating centres at Brighton, Newcastle, Leeds and Southampton.
The network also comprises of three food water and environmental laboratories (London, Porton and York), which perform a range of specialist microbiology tests on food, water and environmental samples to local authorities, Port Health authorities, the NHS and nationally to Food Standards Agency. The post also works with the PHM Reference services based at Colindale to support business operations.

JOB DESCRIPTION

The post holder will provide Business support under the line management of the Senior Business Manager supporting business operations within UKHSA Public Health Microbiology Services.
The post holder will not have line management responsibility but will work alongside other business support staff under the leadership of the Head of Business Operations.
The primary responsibility of the post hold will be to support the Public Health Microbiology Services Senior Leadership team including the Business Operations Manager and Deputy Director by providing administrative and business support to the Public Health Microbiology Services.

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)
• 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

DETAILED JOB DESCRIPTION AND MAIN RESPONSIBILITIES

• Support the Public Health Microbiology Services Senior Leadership team with preparation of reports and presentations for UKHSA, NHS and Public Health Microbiology Services Programme board.
• Provide Diary support to the Public Health Microbiology Services senior leadership team and organise meetings.
• Actively seek to identify, recommend and implement improvements.
• Assist in the co-ordination and completion of various Public Health Microbiology Services submissions for monthly and quarterly business returns (i.e. quality plans/self-assessments, scorecard) and internal audits.
• Assist in the co-ordination and maintaining of up-to-date tactical team risk registers for Public Health Microbiology Services.
• Support for sites where there is no facilities management team, the provision of any required estates and facilities management within Public Health Microbiology Services including the associated infrastructure and IT.
• Assist with maintenance of an equipment asset register within Public Health Microbiology Services.
• Assist to ensure that business continuity plans are in place and are regularly updated.
• Assist with the maintenance of the UKHSA Public Health Microbiology Services Health and Safety Policy and arrangements.
• Support for response to internal and external stakeholder inquiries / problems regarding Public Health Microbiology Services Business Operations.

Financial and Resource Management

• Support with the annual budget setting review.
• Support regular budget monitoring, capital expenditure applications, business cases and undertaking any necessary analysis of financial and management information in accordance with corporate policies and procedures.
• Assist with all relevant procurement activity for Public Health Microbiology Services in liaison with Procurement Professionals.
• Support all commercial processes including maintenance, consumables and services agreements as well as capital purchase.

Human Resources Management

• Support the Public Health Microbiology Services senior leadership team to plan, implement and coordinate delivery of an effective training and development programme for Public Health Microbiology Services working in liaison with L&D and Workforce colleagues were appropriate.
• Support the Head of Business Operations, Public Health Microbiology Services Deputy Director with the process of recruitment across all sites working with recruitment, HR and Finance teams where appropriate.
• Contribute to the successful induction of new staff into Public Health Microbiology Services, including onboarding and organisation of new IT equipment, passes etc.

Planning and Organisation

• Contribute to the planning and provide administrative support for Boards and Committees for Public Health Microbiology Services.
• Contribute administrative support for monitoring quality outcomes for short, medium and long-term business plans.
• Work with and support the Public Health Microbiology Services Senior Leadership team to ensure adequate planning for key cross-Directorate meetings, to include preparing schedules for agendas, to reflect business and programmatic priorities.
• Providing administrative support and working with project and programme professionals to create and maintain effective project management plans and processes.
• Contribute to maintenance of effective records management processes relevant to business needs.
• Maintain office and operational systems for effective working
• Contribute to the monitoring of key performance indicators for the successful assessment of individual and work area’s success
• Support aspects of Research and Development activities, collating information, analysing data and reporting findings

Leadership and Management

• To work under the line management of the Senior Business Manager and with other administrative staff (if applicable) to manage administrative functions to ensure flexibility and capacity to meet the needs of Public Health Microbiology Services.
• To support the Head of Business Operations in the coordination of training, development and recruitment activity across the Public Health Microbiology Services sites.
• Support the Head of Business Operations to develop and plan around the staff survey.

ESSENTIAL ROLE CRITERIA:

• Experience of working in a team and positively contributing to a team
• Strong computer literacy including the development and use of power-point, spreadsheet applications, databases and word-processing
• Good written communication skills e.g. ability to draft policy/procedure documents, write reports/presentations and business cases
• Good communication skills to people at all levels either on a one-to-one basis or to groups
• Sound analytical skills and good judgment when providing opinion or advice to others
• Good organisational skills and systematic approach to working
• Strategic thinking – ability to anticipate and resolve problems before they arise
• Educated to degree level in relevant subject (e.g. Business, Finance, Economics, HR, Marketing) or equivalent level qualification or significant experience working in a business support role