Administrative Officer

1 month ago

Leeds, United Kingdom UK Health Security Agency Full time

The job purpose is to work collaboratively with all members of the team and/or Directorate to provide an accurate and effective business 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 and surveillance duties. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.
- Provide comprehensive business support to teams across the Directorate.
- To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy and confidentiality.
- Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
- Improve the quality of services and contribute to the improvement of the business support 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.
- Support to the Health Protection Team including call handling and minute taking for Outbreak Control Meetings.

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.

The job purpose is to work collaboratively with all members of the team and/or Directorate to provide an accurate and effective business 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 and surveillance duties. The post holder may work with colleagues who are based across the country at different sites and/or who work remotely.

Main duties and Responsibilities

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.
- To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy and confidentiality.
- Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
- 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 PHE 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 case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies and procedures.
- Adhere to clinical governance and security of information arrangements at all times.
- Assist in the effective use and maintenance of the office environment and systems

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