Business Support Officer

2 weeks ago

Colindale, United Kingdom UK Health Security Agency Full time

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

- 327699**Salary**:

- £29,737 - £34,453- per annum pro rata- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer**Contract type**:

- Fixed Term**Length of employment**:

- Fixed term until 15-Jan-2025**Type of role**:

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

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

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- This role will be based in Colindale with some Home working.About the job

**Job summary**:
The UK Field Epidemiology Training Programme (UKFETP) is a two-year specialist postgraduate training programme. The UKFETP Programme Office is responsible for the development, delivery and ongoing management of the UKFETP and is based at UKHSA Colindale.

We are looking for an motivated and enthusiastic individual to undertake a fixed term appointment in the UKFETP Programme Office in Colindale, North London.

**Job description**:
We are seeking a competent administrator/PA to provide comprehensive administrative and secretarial support to the UKFETP Programme Office. You will be required to provide skilled administrative and project support. This may involve handling of confidential and sensitive material.

The role involves working at pace and with accuracy and the successful applicant will be expected to have excellent communication skills, be able to work collaboratively and able to manage and deliver on a wide range of tasks. You must be able to work under pressure and to strict deadlines.

The successful applicant will:

- Provide full secretarial support in meetings, including the issuing of agendas, and minute taking
- Diary and correspondence management
- Booking complex travel arrangements
- Preliminary drafting of correspondence on manager’s behalf and/or preparing presentations
- Helping to organise training events
- Liaising with staff across the organisation and external stakeholders
- Provide support and information to aid effective management of budgets

**Detailed job description and main responsibilities**:
**Administrative Support**
- Provide comprehensive administrative support to teams across UKFETP programme office.
- Lead 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, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required.
- 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 Team, Directorate or Centre.
- Contribute to effective information management (including maintaining administrative and information resources, i.e. 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 in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, for example JIRA. This will include: assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; 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.

**Leadership and Management**
- Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
- Undertake effective line management of staff (if applicable) within area of responsibility, including: undertaking annual appraisals and ensuring direct reports have access

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