Administrative Officer

Job summary

The purpose of the job is to work collaboratively with all members of the team and/or Directorate 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.

Job description

• Administrative Support
• Financial and Resource Management
• Meetings and Events
• Information Governance
• Adherence to all UKHSA Policies and Procedures
• Delivery of corporate goals and objectives
• Category 1 response as necessary
• Professional Development
• Develop key working relationships with a wide range of stakeholders

Specific duties of the role may vary depending on the site and teams/functions.

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.
• Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
• Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
• Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
• 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.

Financial and Resource management

• Assist with the procurement of goods and services in-line with UKHSA policies and procedures, including overseeing ordering of stationery and general equipment supplies for the office; ensuring appropriate levels of stock are maintained; and arranging travel and hotel bookings.

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.
• Assist with organising external and/or internal conferences, away days and training days, including registration and preparing resources.

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.
• Always adhere to clinical governance and security of information arrangements.
• Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA.

Professional Development

• Identify, discuss and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events
• To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training.

Key Working Relationships

• The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal and external to UKHSA. This will include taking phone calls and/or emails from members of the public and/or stakeholders.

This list is not exhaustive

Person specification

Essential Criteria

• GCSEs in Maths and English or equivalent education, or relevant experience in an administrative/business role.
• 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 manner, 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

Desirable Criteria:

• 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
• You are inquisitive, you seek out new information and look for new ways to develop yourself.

Benefits

Alongside your salary of £29,613, UK Health Security Agency contributes £8,578 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

We pride ourselves as being an employer of choice, promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce. UKHSA's 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.

• 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%

Things you need to know

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