Administrative Officer

6 months ago

Mildenhall, United Kingdom UK Health Security Agency Full time

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

- 324711**Salary**:

- £22,194 - £25,312**Job grade**:

- Administrative Officer**Contract type**:

- Permanent**Type of role**:

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

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

- 7Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- UKHSA Mildenhall (IP28 7JX)About the job

**Job summary**:
The job holder will 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.

We have several contracts available, including full time and part time permanent, and one part time fixed term maternity leave cover. The roles will be allocated to successful applicants in merit order, and unless the fixed term maternity leave cover is specifically requested permanent roles will be filled first.

**Salary Bandings**:
Harlow (Outer London): £24,291 - £25,312

Mildenhall (National): £22,194 - £24,184
- *Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*_

**Job description**:

- Provide comprehensive administrative support to teams and senior staff, including diary management, telephone enquiries, and communications that require tact, diplomacy, and confidentiality.
- Action routine correspondence, prepare acknowledgements and response letters, and collate information and data to produce reports and documents that may be confidential and/or complex.
- Assist with the dissemination and/or collation of information/returns for business operations in a timely manner and 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, organise and control own workload efficiently, and provide cover and assistance for other members of the team as directed by line manager.
- 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.
- Arrange, attend, and provide secretariat support to teams and other internal and external meetings and/or networks, including booking venues, organising hospitality, preparing and producing paperwork, taking minutes or action notes, and issuing them in a timely manner, and assist with organising conferences, away days and training days, including registration and preparing resources.
- Operate and update various databases and computerised systems, input data and information accurately and securely, adhere to clinical governance and information security, and assist in the effective use and maintenance of the office environment and systems, including organising and maintaining electronic filing systems and using digital tools.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

**Person specification**:
**Essential**
- Educated to Level 2 and / or equivalent experience working at a similar level.
- Experience of using Microsoft Office software i.e., Word, Excel, Outlook and PowerPoint or equivalent.
- Talk to relevant people to get advice and information when unsure how to proceed
- 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 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.

**Desirable**
- Educated to Level 3 and / or equivalent experience working at a similar level.
- Experience of arranging meetings and supporting events and taking minutes.
-

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