Dispatch Officer

The ICT Equipment Supply team is responsible for the demand, supply, and return of end user devices to all UKHSA staff operating across country based both on-site and at home. This post will be primarily responsible for the dispatch function within the Equipment Supply team, managing all incoming requests for the delivery and collection of equipment, engaging with colleagues in other teams such as HR, new starters, and other members of the Equipment Supply team.

Key Responsibilities

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

Administrative Support
- Provide comprehensive dispatch and administrative support to the Equipment Supply team.
- Provide administrative ownership and support for multiple shared mailboxes and data repositories.
- Ensure that all equipment is dispatched and collected within agreed Operation Level Agreements OLAs).
- Responsible for the production of reports, and metrics 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
- 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 event of an 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.

Financial and Resource Management
- Provide support and information to aid effective management of budgets, in liaison with the Business Manager, including overseeing the placement and/or orders for goods and/or stationery using the MaPS system, receipt goods and maintain log of expenditure

Leadership and Management
- Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility

Communication and Key Working Relationships

Personal and Professional Development
- Undergo a programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role

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.

The post holder will provide day-to-day dispatch support to the ICT Equipment Supply team. They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. 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 dispatch and administrative duties. The post holder will work with colleagues who are based across the country at different sites and/or who work remotely. The position requires the manual handling of packaging and equipment and requires parcels to be transported across site from office to warehouse/storage.
- In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures.
- All staff are expected to contribute to the delivery of corporate goals and objectives
- The role holder may be expected to support corporate service activity as set out in the Corporate Services Standard Operating Procedures
- This document provides an outline of the tasks, responsibility and outcomes required of the role. The job holder will carry out any other duties that may reasonably be required by their line manager
- The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the team, Directorate and the Organisation

**Essential Criteria**:

- 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.
- Understand that bullying, harassment and discrimination are unacceptable.
- Administrative/ secretarial experience including develop