Administrative Support Specialist

4 weeks 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 deliver comprehensive assistance across various departments and to the senior leadership team.

This role encompasses a diverse range of responsibilities, and the ideal candidate will engage in essential administrative and operational tasks, including meeting facilitation and data management.

The successful applicant will cultivate strong working relationships with a wide array of stakeholders, both within the organization and externally, demonstrating flexibility as part of a collaborative team addressing a variety of specific administrative functions. The position may involve collaboration with colleagues located at different sites and/or those working remotely.

In the context of Health Protection Operations, there may be instances, particularly during critical incidents, when the individual will be called upon to provide additional assistance to health protection administrators, which may include handling calls, documenting action points, and recording minutes.

Work Environment:

The UK Health Security Agency operates under a hybrid working model, allowing for greater flexibility in work arrangements. As a hybrid employee, you will be expected to fulfill a minimum of 60% of your contractual hours (3 days a week pro rata, averaged over a month) at the designated hub, subject to operational requirements. Specialist or regional roles will be based at the appropriate UKHSA locations.

Key Responsibilities

Administrative Support

  • Deliver comprehensive administrative assistance to teams across the region.
  • Serve as the primary point of contact for various business administration activities, including taking lead responsibility for specific corporate processes, such as preparing and submitting necessary reports.
  • Effectively communicate and engage with a diverse range of individuals, including internal staff and external stakeholders, addressing inquiries promptly and courteously through various channels.
  • Organize meetings and events, producing reports, agendas, minutes, and maintaining action logs as required. Provide secretariat support for internal meetings and networks.
  • Assist in the development of systems and procedures to enhance efficiency, quality, and cost-effectiveness within the administrative function.
  • Participate in relevant internal working groups and initiatives, representing the region as needed.
  • Conduct timely and accurate information analysis and reporting, presenting findings in an agreed format, and maintaining databases as required.
  • Contribute to effective information management, including maintaining administrative resources and filing systems, and assist with the timely dissemination of information.
  • Manage and prioritize own workload to ensure deadlines are met and tasks are performed efficiently.
  • Provide coverage for team members in their absence and assist with their responsibilities as necessary.

Project Support

  • Engage in project support activities that may involve tight deadlines and the use of digital tools, collaborating closely with colleagues to maintain project plans and provide management information.

Financial and Resource Management

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

Person Specification

Applicants should provide evidence of their experience in relation to the essential criteria outlined in the job description.

Essential Criteria

  • Proven administrative experience, including the development and maintenance of office systems and handling sensitive information.
  • Experience in organizing meetings and producing relevant documentation, including agendas and minutes.
  • Strong verbal and written communication skills, with the ability to choose appropriate communication channels for various audiences.
  • Ability to adhere to relevant policies and procedures in completing tasks.
  • Capability to work independently while managing tight and changing deadlines.
  • Ability to collaborate effectively within a team environment.

Desirable Criteria

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

Benefits

  • Tailored learning and development opportunities.
  • Flexible working arrangements.
  • A culture that promotes inclusion and diversity.
  • A competitive employer contribution to your pension.

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