Administrative Officer

2 weeks ago

Harlow, United Kingdom UK Health Security Agency Full time

**Details**:
**Reference number**:

- 352464**Salary**:

- £22,370 - £25,312- per annum pro rata- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Administrative Officer**Contract type**:

- Permanent**Type of role**:

- Administration / Corporate Support**Working pattern**:

- Flexible working, Full-time, Job share, Part-time**Number of jobs available**:

- 2Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Harlow, MildenhallAbout the job

**Job summary**:
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 mínimal 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**:
**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:
**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 se

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