Administrative Officer Ao

2 weeks ago


Nottingham, United Kingdom UK Health Security Agency Full time

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

- 310667**Salary**:

- £20,472 - £22,377- Pro rata**Job grade**:

- Administrative Officer**Contract type**:

- Fixed Term**Length of employment**:

- Fixed Term Appointment until 29th March 2024**Type of role**:

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

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

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Seaton House, Nottingham NG2 4LAAbout 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.

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

***Location - **This role will be based in Seaton House, Nottingham NG2 4LA

The UK Health Security Agency (UKHSA) offers hybrid working - this means that whilst the role will be based in Nottingham, there will be opportunities to work from home. The number of days in the office will be agreed on an individual basis by your line manager.
- Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available._

**Job description**:
Main duties and responsibilities include:
**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.

**Person specification**:
**Essential Criteria**:

- Educated to a level 2 qualification and / or relevant experience working at a similar level
- Experience of using Microsoft Office software i.e., Word, Excel, Outlook, and PowerPoint or equivalent.
- Ability to 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.
- Ability to prioritise own work and work with mínimal 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.
- Ability to work well as part of a team.
- An understanding of and commitment to equality of opportunity and good working relationships.
- IT skills and Microsoft Office experience, including Word, Outlook, Excel and PowerPoint or equivalent

**Desirable Criteria**:

- Talk to relevant people to get advice and information when unsure how to proceed
- Experience of handling sensitive and/or confidential data
- Experience of arranging meetings and



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