Health Protection Administrative Officer

4 weeks ago

Birmingham, United Kingdom UK Civil Service Full time

Job summary

We are seeking a dynamic Administrative Officer to join our vibrant Health Protection Team in the West Midlands. This role offers the opportunity to work independently while being an integral part of a collaborative, multi-disciplinary team. You will play a crucial role in delivering a variety of administrative tasks, ensuring the smooth operation of our busy department. Flexibility and a proactive approach are key in this fast-paced and rewarding environment.

Job description

The postholder will play a pivotal role within our dynamic Business Support Team in the West Midlands Health Protection Team. You will provide essential support to senior team members and clinicians, ensuring the smooth operation of our fast-paced and diverse environment. Effective communication, administrative, and data entry skills are crucial for this role.

Key responsibilities include supporting meetings, taking minutes, and confidently handling telephone enquiries from partners and the public. �Proficiency in IT, especially in the MS Office suite, is essential, and you will in addition receive training to use our bespoke case management system.

We value teamwork highly, and while experience in an office environment is desirable, it is not essential. If you thrive in a collaborative setting and are eager to contribute to a critical public health team, we encourage you to apply.

Detailed job description and main responsibilities

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.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, 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.Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.

Person specification

Essential criteria

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. Experience of arranging meetings and supporting events and taking minutes 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, work well as part of a team and IT skills and Microsoft Office experience, including Word, Outlook, Excel and PowerPoint or equivalent.

Desirable criteria

2 A-Levels or more or NVQ 3 or equivalent level of education in a relevant subject or equivalent experienceTalk to relevant people to get advice and information when unsure how to proceedExperience of handling sensitive and/or confidential dataExperience of working in an office environmentYou 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 �6,040 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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