Administration Services Manager

UK Health Security Agency (UKHSA) – Overview

UKHSA’s remit, as a global‑to‑local agency, is to protect the health of the nation from infectious diseases and other external threats. As the nation’s expert national health security agency, UKHSA will:

• Prevent: anticipate threats and build national readiness and health security defences
• Detect: use cutting‑edge environmental and biological surveillance to proactively monitor infectious diseases and health threats
• Analyse: apply world‑class science and data analytics to assess and continually monitor threats, identifying how best to control and mitigate the risks
• Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats when they materialise
• Lead: build strong, sustainable global, national, regional and local partnerships to save lives, protect the nation and reduce inequalities

Job Overview

An exciting opportunity exists for a dynamic and forward‑thinking individual to lead the administration unit of the operational services department. Qualified to degree level (or equivalent) with significant operational experience, you will manage the administration of a large, busy department comprising approximately 90 staff across RCCE facilities in Chilton, Glasgow and Leeds.

Key Responsibilities

Managing the Administration Unit

• Lead a team of up to 18 staff and associated resources
• Set targets and monitor performance
• Drive projects involving service development (financial and contractual)
• Address complex, sensitive and contentious issues, e.g., contract queries and staffing matters
• Contribute to quality assurance programmes and service level agreements
• Support the department’s radiation emergency response role

Administration of Consultancy Contracts

• Analyse complex information, including contractual and technical specifications, and implement changes to working practices
• Agree appropriate terms and conditions with external clients
• Prepare tenders, quotations and write replies to complex and sensitive correspondence
• Lead the shift to a paperless office and foster flexibility and continuous improvement

Financial

• Budget management and preparation of costings
• Monitoring expenditure within delegated budgets and timescales
• Prepare reports for service management meetings on pricing and value for money
• Engage with external contractors to ensure project work meets specifications
• Exercise delegated signing powers to approve invoices, sales orders and other financial documents

Professional Development

• Identify, discuss and action own professional performance and training needs with line manager
• Attend internal and external training events
• Participate in mandatory training such as fire safety and information governance
• Develop capability within the team to deliver effective administrative support in line with the UKHSA radiation emergency response plan

Key Working Relationships

Internal

• Departmental staff – daily
• Department Heads of all RP Sciences Departments – weekly
• Business Support Managers of all RP Sciences Departments – weekly
• Corporate support staff (Facilities, Travel, Finance, Procurement, HR, etc.) – daily

External

• Suppliers and contractors
• EC staff
• Government agencies and departments
• Stakeholders and clients
• Members of the public

Qualifications

• Degree or professional qualification (NVQ Level 6) in Business and Finance or Procurement, or significant relevant experience
• Strong knowledge of Microsoft Office (Word, Excel, Access, PowerPoint, Teams)
• Experience of planning and implementing business‑support changes
• Leadership skills for day‑to‑day control of work within a business‑support area and ability to prioritise workloads
• Excellent organisational skills and ability to work under pressure and to deadlines
• Ability to assess complex situations and interpret detailed contract documents
• Clean UK driving licence and willingness to travel and, when required, stay overnight at other sites
• High level of personal integrity and strong working relationships with clients and staff
• Commitment to equality of opportunity and good working relationships
• Experience of interview panels and ability to work unsupervised
• Creativity and innovation to resolve novel issues and a desire to drive continual improvement
• Positive presentation skills to staff and external clients
• Successful completion of required security checks (including Counter‑Terrorism Check where applicable)

Employment Details

Hybrid working – a minimum of 60 % of contractual hours at UKHSA’s scientific campus at Chilton or at the Glasgow or Leeds laboratories. Salary range: £33,422 – £43,244 per annum, plus public holidays, defined benefit pension, cycle‑to‑work scheme and other benefits. Full‑time permanent contract.

Everyone Matters – UKHSA is an inclusive organisation that promotes equality of opportunity. We actively encourage applications from under‑represented groups. All staff and stakeholders are treated fairly and with respect.