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Executive Support Associate

2 months ago

Mildenhall, Suffolk, United Kingdom UK Health Security Agency Full time

Position Overview

The UK Health Security Agency is seeking a dedicated Administrative Support Specialist to facilitate comprehensive support across various departments and assist the senior management team.

This role encompasses a diverse range of responsibilities, where the successful candidate will engage in essential administrative and corporate functions, including meeting coordination and data management.

The ideal candidate will foster effective working relationships with a variety of stakeholders, both internal and external, and will be adaptable to work collaboratively within a multi-disciplinary team, handling a wide array of specific administrative tasks. The post holder may collaborate with colleagues situated at different locations or those who operate remotely.

As part of the Health Protection Operations team, there may be occasions, particularly during critical incidents and outbreaks, when the post holder will be called upon to extend support to health protection administrators, which may include call management, documenting action points, and minute-taking.

Work Environment:

The UK Health Security Agency employs a hybrid working model, allowing for flexibility in work arrangements to optimize workforce productivity. As a hybrid worker, you will be expected to fulfill a minimum of 60% of your contractual hours (averaged over a month) at designated agency locations, subject to operational requirements.

Key Responsibilities

Administrative Duties

  • Deliver comprehensive administrative assistance to teams across the region.
  • Serve as the primary point of contact for various business administration activities, including managing specific corporate processes.
  • Engage effectively with a diverse range of individuals, addressing stakeholder inquiries promptly and courteously through various communication channels.
  • Organize meetings and events, and prepare reports, papers, minutes, and action logs as required.
  • Support the development and implementation of systems and procedures to enhance efficiency and quality across the administrative function.
  • Participate in relevant internal projects and initiatives, representing the region as necessary.
  • Conduct timely and accurate information analysis and reporting, presenting findings in an agreed format.
  • Maintain effective information management practices, including administrative resources and filing systems.
  • Manage your workload efficiently, ensuring deadlines are met and responsibilities are fulfilled.
  • Provide coverage for team members as directed by the line manager, assisting with their tasks as needed.

Project Assistance

  • Engage in project support activities, which may involve meeting tight deadlines and utilizing digital tools.
  • Collaborate closely with colleagues on project elements as directed, maintaining project plans and supporting management information provision.

Financial and Resource Oversight

  • Assist in managing budgets in collaboration with the Finance Business Partner, including overseeing orders for supplies and maintaining expenditure logs.
  • Support the end-of-year and monthly financial close processes.

Person Specification

It is essential to provide evidence of your experience in your application, particularly in relation to the following criteria:

Essential Skills

  • Extensive administrative experience, including the development and maintenance of office systems and handling sensitive information.
  • Proven ability to organize meetings and produce supporting documentation, including agendas and minutes.
  • Strong communication skills, both verbal and written, with the ability to select appropriate channels for different audiences.
  • Capability to adhere to relevant policies and procedures in completing tasks.
  • Ability to work independently and manage time effectively under changing deadlines.
  • Proficient in teamwork, ensuring collaborative efforts are effective.

Desirable Skills

  • Experience with financial systems and supporting financial analysis.
  • Familiarity with digital tools.
  • Background in public sector organizations.
  • Line management experience.

Benefits

  • Tailored learning and development opportunities.
  • Flexible working environment.
  • A culture that promotes inclusion and diversity.
  • Generous employer contribution to pension schemes.