Administrative Officer

Job content

The job purpose is to work collaboratively with all members of the team and/or Directorate to provide an accurate and effective business 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 and surveillance duties. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

• Provide comprehensive business support to teams across the Directorate.
• 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/emails as requested.
• Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
• Improve the quality of services and contribute to the improvement of the business support 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.
• Support to the Health Protection Team including call handling and minute taking for Outbreak Control Meetings.

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 all members of the team and/or Directorate to provide an accurate and effective business 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 and surveillance duties. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

Main duties and Responsibilities

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.
• 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/emails as requested.
• Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
• 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 PHE 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.
• Adhere to clinical governance and security of information arrangements at all times.
• 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.

Personal and Professional Development

• Undergo a programme of on-going development and education, including participating in the appraisal process, to build on existing knowledge and develop skills to meet competencies required to undertake the role.

Communication and Key Working Relationships

• The post holder will develop effective working relationships and communicate regularly with a wide range of individuals via phone, email and face to face including, local team members and managers, clinical and non-clinical staff and scientists. The post holder will also take phone calls and/or emails from members of the public and/or stakeholders.

Other

• In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these are available on Pulse and form part of the employment contract.
• All staff will adhere to the UKHSA People Charter actively demonstrating the positive behaviours.
• All staff are expected to contribute to the delivery of corporate goals and objectives.
• The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures.
• As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required.
• This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager.
• The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team or Directorate and the Organisation.

STAGE 1 - APPLICATION & SIFT:
This shortlisting will be assessed using a competency based framework which will assess your Qualifications, knowledge and experience and / or skills and capabilities outlined in the person specification.

You will be required to complete an application form. You will also be asked to provide information within the ‘Employer/ Activity history’ section of the application form. This will be assessed in line with the advertised criteria.

As part of the application process you will be asked to provide a detailed personal statement / statement of suitability (max 1500 words) based on the essential criteria advertised. This should outline how you consider your skills, knowledge and experience meet the selection requirements. It should provide evidence of your suitability for the role, with particular reference to the person specification criteria outlined.

Applicants are strongly advised to use the person specification section as sub-headings in the application to make it clear how you meet each of the selection criteria.

If you are successful at this stage, you will progress to a single video interview and assessment.

Stage 2 - Interview

All applicants that progress to interview will be assessed on a blended interview against a mixture of behaviours and experience.

The Behaviours tested during the interview stage will be:

• Managing a quality service
• Changing and improving
• Delivering at Pace

Interview Date

TBC