UK Health Security Agency
Vaccine Support Officer
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Colindale (Scientific Campus)
Job Summary
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.
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 of nurses, a business manager and administrative support; they are hosted in Immunisation under a consultant virologist.
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 rare products that are centrally procured by UKHSA from a range of manufacturers. Stock is held centrally at Movianto, UK on behalf of UKHSA, but also at a number of stockholders distributed throughout the country. The RIgS telephone lines are very busy with over 4000 calls annually.
Job Description
Provide a call answering service for the RIgS telephone line, speaking with medical professionals and accurately taking and recording information on CIMS. As well as triaging calls the post holder will need to upload completed risk assessment forms to ensure the correct ordering of immunoglobulins or anti toxins. The post holder will need to 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. Emergency orders also need to be processed in a timely manner. RIgS is also contactable via email so the post holder will need to manage multiple inboxes. In addition to the mailboxes the post holder will provide administrative support for the service by running daily/weekly and monthly reports.
In Addition The Post Holder Will:
- Triage request for Pre-Exposure vaccine requests and process as appropriate.
- Update the UKHSA Duty doctor pack as appropriate.
- Assist with the development of request forms.
- Input accurate recording of patient test results on related CIMS enquiry.
- Provide support in the event of a product recall to ensure all requested information is available in a timely manner.
- Ensure processes are followed for the timely dispatch of products for patients by using online ordering tools.
- 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.
- Participate in an out of hours on call rota for 1 week in 6.
- Maintenance and development of the RIGS database (SQL)
- Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
- Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.
- Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre. Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.
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Person specification
Essential Criteria
- Educated to degree level/NVQ level 6 in a Business Administration/Management subject or equivalent level of qualification and/or equivalent significant experience in a Business Administration role.
- IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint and databases
- Significant administrative/ secretarial experience within a public health environment including developing, implementing and maintaining office systems and handling sensitive information
- Experienced at working under pressure handling multiple tasks and prioritising own workload
- Experienced in the development and management of databases
- Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use
- Experienced in online Power BMI tools for the ordering and tracking of products for the audience, including making the best of digital resources and considering value for money
- Follow relevant policies, procedures and legislation to complete your work
- Understand that bullying, harassment and discrimination are unacceptable
- Ability to work without supervision working to tight and often changing timescales
- Ability to participate in an out of hours rota to issue emergency medical products
- You work well as part of a team and strive to ensure the team pulls together and is effective
- You are inquisitive, you seek out new information and look for new ways to develop yourself
- An understanding of and commitment to equality of opportunity and good working relationships
Desirable criteria
- Experience working in large organisations
Alongside your salary of £32,624, UK Health Security Agency contributes £9,451 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
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 employer contribution of 28.97%
Artificial intelligence
Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.
Selection process details
This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and / or skills and abilities outlined in the essential criteria.
Stage 1: Application & Sift
You will be required to complete an application form. You will be assessed on the listed 14 essential criteria, and this will be in the form of a:
- Application form (Employer/ Activity history’ section on the application)
- 1500 word supporting statement.
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This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.
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 C.V –please be advised you will not be able to upload your CV. Please 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
If used, the pile ‘Meets all essential criteria’ will proceed to shortlisting.
Shortlisting
In the event of a large number of applications we may conduct an initial sift, on the lead criteria of:
- Experienced in online Power BMI tools for the ordering and tracking of products for the audience, including making the best of digital resources and considering value for money
- Ability to participate in an out of hours rota to issue emergency medical products
- Significant administrative/ secretarial experience within a public health environment 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.
Feedback will not be provided at this stage.
Stage 2: Interview
You will be invited to a single face to face interview at Colindale, UKHSA Scientific Campus, London, NW9 5EQ.
If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.
Knowledge, experience, skills & abilities will be tested at interview
Interviews dates to be confirmed.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Location
This role is being offered as office based at our Scientific Campus in Colindale. Please note hybrid working is not available for this role.
Security Clearance Level Requirement
Successful candidates must pass a basic disclosure and barring security check before they can be appointed.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-Terrorist Check.
Based at our scientific campus, you will be required to have a Counter Terrorism Check security vetting check as a minimum. 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. 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.
Eligibility Criteria
External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
Salary Information
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
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