Administrative Officer

Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information

Mildenhall

About the job

Job summary

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.

The job purpose 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.

This role will require the post holder to have excellent data entry skills, a high level of administration experience, call handling experience, and be proficient in minute taking. This role will be on the Acute Response Cell and call triaging will be part of every working day, so a good telephone manner is required as the post holder will be speaking to health professionals and the public daily.

Job description

This role is working on the Acute Response Cell and will require excellent call handling skills, being able to deal with sensitive information on the phone and speaking with the public and a variety of professionals.

The post holder will:

• triage incoming telephone calls
• process notifications of infectious diseases
• be required to carry any administrative actions in relations to notifications of infectious diseases, and have excellent, arcuate data entry skills
• be required to support meetings by preparing papers and minuting meetings, so minuting taking experience would be beneficial

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.
• 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, for example JIRA.

Personal and Professional Development

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

Communication and Key Working Relationship

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
• may 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 is available on UKHSA 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.

Person specification

Essential Criteria

You will be assessed on the below 9 essential criteria, which have been selected from the Job Description 

Behaviours

• 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.
• Understand that bullying, harassment and discrimination are unacceptable.

Ability

• 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.

Technical

• 2 A-Levels or more or NVQ 3 or equivalent level of education in a relevant subject or equivalent.
• IT skills and Microsoft Office experience, including Word, Outlook, Excel and PowerPoint or equivalent.

Strengths

• You work well as part of a team.

Desirable Criteria

Behaviours

• Talk to relevant people to get advice and information when unsure how to proceed.

Experience

• Experience handling sensitive and/or confidential data.
• Experience of arranging meetings and supporting events and taking minutes.
• Experience of working in an office environment.

Strengths

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

Benefits

Alongside your salary of £22,370, UK Health Security Agency contributes £6,039 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 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%

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Recruitment
• Email : Recruitment@ukhsa.gov.uk

Recruitment team

• Email : ecruitment@ukhsa.gov.uk

Further information

The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission’s Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: Complaints@ukhsa.gov.uk If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website: https://civilservicecommission.independent.gov.uk/

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