Administrative Officer

At the United Kingdom Health Security Agency (UKHSA) our mission is to provide health security for the nation by protecting from infectious disease and external hazards. We are a trusted source of advice to government and to the public, focusing on reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

Our mission is challenging, innovative and in the spotlight. We will work to ensure our people have the diverse skills, experiences and backgrounds we need to thrive, that our employees are representative of the communities we serve and feel valued and enabled to play their part in delivering our work.

Creating our working culture is an ongoing process which we are developing by listening and learning together, hearing and acting upon diverse voices and opinions to develop a common sense of identity and effective ways of working.

The job purpose is to work collaboratively with scientists and information officers managing several surveillance programmes to provide an accurate and effective administrative support service. The post holder will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

Location

This role is based at either; UKHSA Canary Wharf office, 10 South Colonnade, Canary Wharf, London, E14 4PU or UKHSA Colindale office, 61 Colindale Avenue, London, NW9 5EQ

The UK Health Security Agency (UKHSA) operates 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). Specialist or regional roles will be based at the appropriate UKHSA site. For certain roles, some additional flexibility may be possible, which will be agreed upon with the hiring manager based on individual requirements and business needs.

*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*

Working Pattern – Full Time, Part Time, Job Share, Flexible Working.

Responsibilities section:

As anAdministrative Officeryour main responsibilities will include:

Administrative Support

• Provide comprehensive administrative support to teams across the Directorate, including diary management of one or more senior staff, if required.
• To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality.
• Action routine correspondence, prepare acknowledgements and response letters as requested.
• Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
• Improve the quality of services and contribute to the improvement of the administration service.
• To be responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
• Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.

Meetings and Events

• Arrange, attend, and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i.e., agendas, action logs, collating and distributing all necessary information and documentation electronically and taking minutes or action notes as required. Ensuring all minutes or action notes are issued in a timely manner and agreed actions are appropriately recorded.

Information Governance and Information Management

• Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies, and procedures.
• Adhere to clinical governance and security of information arrangements at all times.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Please review the job description for a full list of roles and responsibilities.

Essential Criteria:

It is important through your application and Statement of Suitability of 500 words that you give evidence and examples of proven experience of each of the essential criteria (for full details of all essential criteria please refer to the attached job description, you must review this to produce your statement of suitability):

Essential

• 2 A-Levels or more or NVQ 3 or equivalent level of education in a relevant subject or equivalent experience
• IT skills and Microsoft Office experience, including Word, Outlook, Excel and PowerPoint or equivalent
• Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money
• Ability to prioritise own work and work with minimal supervision
• Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
• Ability to follow guidance, policies, and processes, including handling sensitive and confidential data
• Ability to handle telephone enquiries and receive visitors
• You work well as part of a team
• An understanding of and commitment to equality of opportunity and good working relationships

Desirable

• Talk to relevant people to get advice and information when unsure how to proceed
• Experience handling sensitive and/or confidential data
• Experience of arranging meetings and supporting events and taking minutes
• Experience of working in an office environment

• 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 average employer contribution of 27%

Job contact :

Name :
Harry McCullagh
Email :
ukhsa.recruitment@reed.com

Recruitment team

Email :
ukhsa.recruitment@reed.com