Business Support Officer

Job summary

The post holder will provide day-to-day administrative and/or dedicated PA support to the Directorate or senior management team. They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. 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.

Working for your organisation

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.

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Job description

Project Support

• Provide project support where a dedicated role is not in place, responding to information requests and undertaking a range of administrative and coordination tasks within tight deadlines. This includes working closely with project teams to support delivery of key objectives, maintaining project documentation and plans, and ensuring accurate and timely updates are captured
• Assist in the preparation and provision of management information to support decision-making, using digital tools such as JIRA where appropriate
• Contribute to project activities as directed by the relevant lead or project manager, and actively participate in working groups to support progress and collaboration across programmes

Financial and Resource Management

• Support effective budget management by working alongside the Finance Business Partner to provide accurate financial information and administrative oversight. This includes raising and managing orders for goods and services using systems such as FARM, receipting goods, and maintaining accurate expenditure records and tracking logs
• Contribute to monthly and end-of-year financial processes, ensuring that deadlines are met and records are complete and compliant with organisational policies

Leadership and Management

• Act as a visible, positive, and professional role model, demonstrating strong organisational values and behaviours
• Provide guidance, training, and support to colleagues within your area of responsibility to promote consistency and continuous improvement
• Where applicable, undertake line management duties, including conducting appraisals, supporting staff development, overseeing induction and training, and addressing performance, capability, or disciplinary matters in line with organisational procedures
• Participate in recruitment processes for administrative roles as required. Supervise the day-to-day activities of the business support team, ensuring tasks such as call handling and data input are completed efficiently and to a high standard

Communication and Key Working Relationships

• Develop and maintain effective working relationships with a wide range of stakeholders, including internal teams, clinical and non-clinical staff, scientists, corporate services, and external organisations
• Communicate regularly through various channels, including phone, email, and face-to-face interaction, adapting style and approach to suit the audience
• Manage incoming enquiries, determine appropriate actions, and respond directly where appropriate, including liaising with members of the public, external stakeholders, and partner organisations such as the NHS and the Department of Health

Personal and Professional Development

• Commit to continuous learning and professional development by engaging in training, development programmes, and the annual appraisal process
• Build on existing knowledge and enhance skills to meet the competencies and behaviours required for the role, ensuring ongoing personal effectiveness and contribution to team objectives

Other Responsibilities

• Ensure compliance with all relevant UKHSA policies and procedures, recognising that these form part of the employment contract
• Contribute to the delivery of corporate goals and support wider corporate service activities as outlined in standard operating procedures
• As part of UKHSA’s responsibilities under the Civil Contingencies Act 2004, be prepared to contribute to emergency preparedness and response for major incidents where required
• Undertake any additional duties reasonably requested by the line manager, recognising that responsibilities may evolve in line with organisational needs

Main Duties

• Provide comprehensive administrative support across Directorate teams, acting as a central coordination point for a wide range of business support activities. This includes delegated responsibility for key corporate processes such as maintaining health and safety risk assessments, monitoring sickness absence, and preparing and submitting reports in a timely manner
• Communicate effectively with internal and external stakeholders, ensuring enquiries are handled promptly, professionally, and courteously across email, telephone, written correspondence, and face-to-face interactions, escalating where appropriate
• Organise meetings and events, including coordinating logistics, preparing agendas, producing reports and papers, taking minutes, and maintaining action logs. Provide full secretariat support to meetings and internal networks
• Support continuous improvement by contributing to the development of systems and procedures that enhance efficiency, quality, and value
• Participate in working groups, projects, and organisational initiatives, representing the team or Directorate as required
• Undertake accurate data analysis, reporting, and information management, maintaining databases and filing systems using digital tools. Ensure timely collation and dissemination of information
• Manage workload effectively, meet deadlines, maintain high standards, and provide cover for colleagues to support team continuity

Please note this list is not exhaustive.

Person specification

Essential role criteria:

• Educated to Level 3 Business Administration / or equivalent experience working at a similar level in an administrative role
• Significant administrative/secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information
• Experience in using Microsoft Office software i.e., Word, Outlook, Excel, PowerPoint or equivalent
• Experience of organising meetings and producing supporting paperwork, including agendas, and taking minutes/action notes
• Experienced at working under pressure handling multiple tasks and prioritising own workload
• Ability to use finance systems and support financial analysis for reports
• Ability to 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 valu