Administration Assistant

2 weeks ago

Birmingham, United Kingdom UK Health Security Agency Full time

We are looking for enthusiastic, self-motivated individuals to play a vital role in the laboratory by supporting the Clinical Service. The post holder is responsible for providing general administration support to Microbiology/Virology Consultants, other Medical staff and senior Managers.

Provide a comprehensive secretarial/administration service, organising and making arrangements, typing and distribution of documents and reports, recording information and filing and ensuring that all information and documentation is produced to expected standards of performance and according to agreed timescales.

Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available and that the Team are briefed on any difficulties, problems or issues.

**Security Clearance Level Requirement**:
The Public Health Laboratory in Birmingham is a UK Health Security Agency (UKHSA) microbiology laboratory and is in partnership with University Hospitals Birmingham Trust (UHB). The microbiology partnership provides comprehensive microbiology services and specialist services to Birmingham Heartlands Hospital, Good Hope Hospital in Sutton Coldfield, Solihull Hospital and general practitioners throughout the area.

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.
- Provide a comprehensive secretarial/administration service, organising and making arrangements, typing and distribution of documents and reports, recording information and filing and ensuring that all information and documentation is produced to expected standards of performance and according to agreed timescales.
- Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available and that the Team are briefed on any difficulties, problems or issues.
- Build and maintain constructive relationships with others, within Public Health England and externally in order to improve the effectiveness and efficiency of services
- Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of the service including Share point and NHS.net
- Prioritise work, and take appropriate steps to manage incoming and outgoing requests for action and/or information, including follow up, according to agreed timescales.
- To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, propose changes to working practices to maximise efficiency/effectiveness of role.
- To produce copy/audio typing of correspondence, reports, presentations and spread sheets.
- To handle all correspondence, including opening, redirecting, distribution and drafting of replies to all mail.
- To be responsible for day-to-day diary management, including arranging, co-ordinating meetings and resolve conflicting diary appointments.
- To be responsible for the production of a weekly diary of designated staff
- To be responsible for preparing and distributing reports, agendas and associated papers, together with photocopying and collating papers as required.
- Arrange high level often sensitive meetings as required, ensuring that all concerned are notified of the time, date and venue of meeting, prepare and circulate agendas and minutes. Ensuring equipment required for meeting is available. Arrange teleconference as appropriate. Organise and co-ordinate off site meetings
- To be responsible for drawing up and distributing agendas for meetings and distributing correspondence relating to any follow-up actions.
- To ensure the team is fully briefed and prepared by having appropriate documentation when attending meetings.
- To maintain a comprehensive, up-to-date and accurate filing system, including a confidential bring forward system.
- To receive visitors to the department as necessary and provide appropriate assistance.
- Organise and plan UK and overseas travel for conferences and meetings including making train, flight and hotel reservations.
- Liaise with other health organisations and outside agencies as required, verbally, electronically and in person.
- Contribute, co-ordinate and facilitate on going project work as and when required.
- Exercise independent judgment and initiative based on acquired experience and knowledge when problems arise, by taking appropriate action to resolve the problems or referring to the appropriate person.

Other

The above is only an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by the d

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