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Business Support Officer

3 months ago

Mildenhall, United Kingdom UK Health Security Agency Full time

Job summary

We are looking for a Business Support Officer to provide general support across the directorate and to the senior management team.

The role will be varied, and it is expected the successful candidate will assist with general administrative and corporate workstreams, to include meeting support and data entry.

The successful candidate will maintain effective working relationships with a variety of stakeholders both internal and external to work flexibly as part of a multi-disciplinary team covering 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.

As part of the Health Protection Operations function, there may be times, such as during incidents and outbreaks, when the post holder will be required to provide additional support to the health protection administrators including call handling, noting action points and taking minutes.

Location:

The UK Health Security Agency (UKHSA) operates a hybrid working model where business needs allow. �This provides us with greater flexibility about how and where we work, to get the best from our workforce.�As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (3 days a week pro rata, (averaged over a month) working at the Mildenhall Hub. This will be subject to business need. Specialist or regional roles are based at the appropriate UKHSA sites.

*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available. *�

Job description

Specific duties of the role may vary, and the following is an overview of what is expected.

Administrative Support

Provide comprehensive administrative support to teams across the RegionLead 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, 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.Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Region.Carry 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 tasks which will involve meeting tight deadlines and may include using digital tools. This will involve assisting and working closely with colleagues supporting elements of projects as directed by the relevant lead; 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.

Please see JD attached for full job description.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Person specification

It is important through your application and Statement of Suitability of 750 words (nothing over this number will be marked) that you give evidence and examples of proven experience of each of the essential criteria (for full details of all essential criteria please refer to the attached job description):

Essential

Significant administrative experience including developing, implementing, and maintaining office systems and handling sensitive information.Experience of organising meetings and producing supporting paperwork, including agendas, and taking minutes/action notes.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 value for money.Ability to follow relevant policies, procedures, and legislation to complete your work.Ability to work without supervision working to tight and often changing timescales.Ability to work well as part of a team and strive to ensure the team pulls together and is effective.

Desirable

Ability to use finance systems and support financial analysis for reports.Ability to use digital toolsExperience working in a public sector organisation.Line management skills.

The full list of essential and desirable criteria can be found in the job description.

Benefits

Learning and development tailored to your roleAn environment with flexible working optionsA culture encouraging inclusion and diversityA with an average employer contribution of 27%