Vaccine Support Officer

• 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 withstakeholder 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 includeproviding 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. Carryout timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will includedeveloping and maintaining databases as required by the job using a variety of digital and IT applications. This list is not exhaustive. 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 Selection Process Details This vacancy will be assessed using a competency-based framework which will assess your qualifications,knowledgeand experience and / or skills and abilities outlined in the essential criteria. Stage 1: Application & Sift You willbe requiredto 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. This should outline how you consider your skills, experienceand 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 beadvisedyou 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 ofa large number ofapplicationswe 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 willproceedto shortlisting. Shortlisting In the event ofa large number ofapplications we may conductan initialsift, 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 usedin the event ofa large number ofapplications/largeamountof 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 interviewsareplanned, 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 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. Job description Job responsibilities • 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 withstakeholder 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 includeproviding 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. Carryout timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will includedeveloping and maintaining databases as required by the job using a variety of digital and IT applications. This list is not exhaustive. 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 Selection Process Details This vacancy will be assessed using a competency-based framework which will assess your qualifications,knowledgeand experience and / or skills and abilities outlined in the essential criteria. Stage 1: Application & Sift You willbe requiredto 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. This should outline how you consider your skills, experienceand 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 beadvisedyou 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 ofa large number ofapplicationswe 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 willproceedto shortlisting. Shortlisting In the event ofa large number ofapplications we may conductan initialsift, 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 usedin the event ofa large number ofapplications/largeamountof 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 interviewsareplanned, 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 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.