Administrative Officer

3 weeks ago

Ashford, United Kingdom UK Health Security Agency Full time

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

- 278013**Salary**:

- £22,479 - £23,456**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
- UKHSA Kent Health Protection Team (South East) Level Two Civic Centre, Tannery Lane, Ashford, TN23 1PLAbout the job

**Job summary**:
**Please note, there are 2 vacancies: 1 full time (37.5hrs), 1 part time (22.5hrs)**

UKHSA is currently offering hybrid working for its employees - this means that whilst the role will be based at the UKHSA Ashford office, there will be opportunities for an element of working from home. The balance between home and workplace working is to be agreed with the line manager, determined primarily by business need and in line with departmental policy. Currently this requires working from an allocated UKHSA base location for 40% of your contracted time as a minimum.

Some business travel may be required to other UKHSA offices.

Please be aware that this role can only be worked in the UK and not overseas.

**INTRODUCTION**

At the United Kingdom Health Security Agency (UKHSA) our mission is to provide health security for the nation by protecting from infectious disease and external hazards. We are a trusted source of advice to government and to the public, focusing on reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

Our mission is challenging, innovative and in the spotlight. We will work to ensure our people have the diverse skills, experiences and backgrounds we need to thrive, that our employees are representative of the communities we serve and feel valued and enabled to play their part in delivering our work.

Creating our working culture is an ongoing process which we are developing by listening and learning together, hearing and acting upon diverse voices and opinions to develop a common sense of identity and effective ways of working.

**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.

**Job description**:
Specific duties of the role may vary depending on the site and teams/functions.

**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 ca

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