Administrative Officer

Posting date:	08 May 2026
Salary:	£29,613.00 to £30,266.00 per year
Additional salary information:	£29613.00 - £30266.00 a year
Hours:	Full time
Closing date:	25 May 2026
Location:	London, E14 4PU
Company:	NHS Jobs
Job type:	Permanent
Job reference:	K9919-26-0142

Summary

Outbreak Investigation Provide a comprehensive secretariat service, including Formal Minute taking and transcribing at outbreak investigation meetings. Download data, check for duplicates and enter onto appropriate surveillance databases. Collect, collate and record microbiological data, demographic information and patient contact details from: scientists in diagnostic and reference laboratories, general practitioners, infection control nurses and UKHSA databases. Maintain computer logging systems and file all relevant documentation collected during investigations. Collate data to produce situation reports and summaries. Provide data extracts in support of investigations into local and national outbreaks/incidents and for the preparation of local/national reports. Collect enhanced surveillance data through telephone follow up and correspondence. Collect patient contact details during national outbreak investigations. Undertake telephone interviews of cases or controls for use in analytical studies. Administration Provide comprehensive Secretariat service to include Minute taking and transcribing at departmental and ad hoc meetings. Undertake general office duties as necessary, i.e. convening appointments/meetings as requested, photocopying, archiving and collecting/delivering post. Provide flexible administrative support in-line with emerging priorities and during periods of surge capacity. Develop and maintain efficient filing systems (paper format and electronic), including contributing to efficient maintenance of the Divisions electronic data files on shared drives. Undertakedivisional inbox triage and monitoring, supporting compliance with Freedom of Information requests. Maintain divisional rotas and collating governance and quality metrics. This is not an exhaustive list, and the above is only an outline of the core components, tasks 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 division and the UKHSA. Essential Criteria GCSE or equivalent in Maths and English NVQ level 3 in either business administration or a science discipline, or significant previous experience in an administrative role Trained in office administration Significant experience of providing a comprehensive Secretariat service, including undertaking FormalMinutes while working in a similar healthcare setting Significant experience of using databases and Excel spreadsheets including running queries Advanced working knowledge of administrative applications including Microsoft Word, Excel, Access, PowerPoint and Outlook Varied experience of clerical and office procedures Strong data entry and keyboard skills Strong administrative, organisational and time management skills Able to deal with changing patterns of work Clear and accurate communicator with strong writing and telephone skills Willingness to be flexible and adaptable and able to cross-cover other office roles when required Ability to work individually and as part of a team High levels of discretion and confidentiality Selection Process This vacancy will be evaluated using a competency-based framework which will assess your qualifications, knowledge, experience, skills and abilities outlined in the Essential Criteria listed in this job advert. Application & Sift - Competency-based At sift stage you will be assessed against the 14 Essential Criteria listed in this job advert. You will be required to complete an: Application form (Employer/ Activity history section on the application) Up to 750 word Statement of Suitability This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role. 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 be advised you will not be able to upload or email your CV. Please complete the application form in as much detail as possible. Healthjobsuk has a word limit of 1500 but your statement of suitability must be no more than 750 words. 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: Significant experience of providing a comprehensive Secretariat service, including undertaking Formal Minutes while working in a similar healthcare setting. Advanced working knowledge of administrative applications including Microsoft Word, Excel, Access, PowerPoint and Outlook. Varied experience of clerical and office procedures. Feedback will not be provided at this stage. Interview stage - Competency based You will be invited to a single face-to-face interview our Colindale Lab, 61 Colindale Avenue, London NW9 5EQ. In exceptional circumstances, we may be able to offer a remote interview. During the interview we will assess against the below in relation to the Essential Criteria: Knowledge Experience Skills and Abilities There will be an assessment during the interview to test minute-taking or agenda-developing skills. More details will be provided prior to interview. 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).Salary Information Grade: Administrative Office (AO)AO Inner: £29,613 - £30,266 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 hybrid working based at either our core HQ in London/Canary Wharf (E14 4PU) or Colindale Lab in London (NW9 5EQ). We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at a UKHSA core HQ or lab. UKHSA's core HQs (Birmingham, Leeds, Liverpool, and London). Our core HQ offices are modern and newly refurbished with excellent city centre transport links and benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC). 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. If based at our Colindale lab, the level of security needed is Counter-Terrorist 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 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 Vacancy Holder/Recruiting Manager listed in the advert for further advice.