Business Support Officer

3 weeks ago

London, United Kingdom UK Civil Service Full time

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 UK Field Epidemiology Training Programme (UKFETP) is a two-year specialist postgraduate training programme. It is aimed at professionals interested in the practice of applied epidemiology. Competency-based training is provided in both classroom settings and through on-the-job learning activities. Six � eight fellows are recruited each year and are based in local, regional and national training locations across England, Wales and Northern Ireland.�

The UKFETP Office is responsible for the development, delivery and ongoing management of the UKFETP and is be based at UKHSA Colindale. The team currently consists of 1 Director, 4 Scientific Co-ordinators, 1 Virtual Learning Designer, 1 Business Change Manager, 1 Business Support Manager 1 Business Operations Manager and 4 business support officers.

The post holder will provide day-to-day administrative and dedicated PA support to the 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.�

Job description

Main duties and Responsibilities:

PA Support

Provide dedicated comprehensive PA support to of one or more individual senior members of the directorate as requested.� This may include:

reading, monitoring and responding to the manager's emaildiary managementbooking complex travel arrangementspreliminary drafting of correspondence on the manager's behalf and/or preparing presentationsCarrying out basic research

Administrative Support

Provide comprehensive administrative support to teams across the DirectorateLead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes.� For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required.Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.�representing the Team, Directorate or CentreCarry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.Contribute to effective information management (including maintaining administrative and information resources, filing systems) and assist with the dissemination and/or collation of information/returns, in a timely manner.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.

Project Support

Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, for example JIRA. This will include: assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups.�

Financial and Resource Management

Provide support and information to aid effective management of budgets, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery using the MaPS system, receipt goods and maintain log of expenditure.Support the end of year / monthly close down of accounts.

Leadership and Management

Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.Undertake effective line management of staff (if applicable) within area of responsibility, including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff.Supervise the business support team on their day-to-day activities, which may include call handling or data inputting.

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 Values actively demonstrating the positive behavioursAll 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 ProceduresAs 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, Directorate and the Organisation.

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 eventsTo participate in all mandatory training as required, 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;�

Internal

UKFETP DirectorUKFETP Programme ManagerUKFETP Scientific Co-ordinatorsUKFETP FellowsTraining site Primary Field Supervisors and administratorsUKFETP Advisory Group membersDirector, Field ServicesExecutive Director, Health Protection OperationsHuman Resources and finance teamsNational Infection Service specialist staff including epidemiology and microbiology teams�

External

Training module facilitatorsHealth Protection ScotlandPublic Health WalesPublic Health Agency Northern IrelandUniversities and other training providersFaculty of Public Health

Person specification

Essential Criteria

Good standard of education to A Level or equivalentExperience of working in a teamDealing with documents and correspondence of a confidential and/or sensitive manner.Excellent organisational skillsAbility to work under pressure and to strict deadlinesStrong computer literacy including use of Microsoft Office, specifically Word, Excel, and PowerPoint�

Desirable Criteria

Professional secretarial qualifications (NVQ4 Business & Admin or equivalent)Experience of working in a scientific, health or educationExperience of organising and managing events, particularly training events and/or workshopsExperience of financial transaction and budget management

Benefits

Alongside your salary of �29,737, UK Health Security Agency contributes �8,029 towards you being a member of the Civil Service Defined Benefit Pension scheme. Learning and development tailored to your roleAn environment with flexible working optionsA culture encouraging inclusion and diversityA with an average employer contribution of 27%

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