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Operations Support Coordinator

2 months ago

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

Job 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 position encompasses a diverse range of responsibilities, and the ideal candidate will engage in general administrative and corporate functions, including meeting facilitation and data management.

The successful applicant will cultivate strong working relationships with a variety of stakeholders, both internal and external, and will work collaboratively as part of a multi-disciplinary team handling a broad spectrum of specific administrative tasks. The role may involve collaboration with colleagues located at different sites or those who operate remotely.

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

Location:

The UK Health Security Agency operates under a hybrid working model, allowing for flexibility in how and where work is conducted, to optimize workforce productivity. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours at the designated hub, subject to business requirements. Please note that this role is only available for candidates based within the UK.

Key Responsibilities

Administrative Duties

  • Deliver extensive administrative support to teams across the region.
  • Serve as a central point of contact for various business administration activities, including taking lead responsibility for specific corporate processes.
  • Effectively communicate and engage with a diverse range of individuals, including internal and external personnel and stakeholders, addressing inquiries promptly and courteously.
  • Organize meetings and events, and prepare reports, documents, minutes, and action logs as necessary.
  • Assist in developing systems and procedures to enhance efficiency, quality, and cost-effectiveness within the administrative function.
  • Participate in relevant internal projects and initiatives, representing the region.
  • 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.
  • Manage and prioritize your workload to meet deadlines effectively.
  • Provide coverage for team members as directed by your line manager.

Project Assistance

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

Financial and Resource Management

  • 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 that your application demonstrates proven experience in the following areas:

Essential Criteria

  • Extensive administrative experience, including the development and maintenance of office systems.
  • Experience in organizing meetings and producing relevant documentation.
  • Strong communication skills, both written and verbal.
  • Ability to adhere to policies and procedures to complete tasks effectively.
  • Capability to work independently and manage changing priorities.
  • Ability to collaborate effectively within a team environment.

Desirable Criteria

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

Benefits

  • Tailored learning and development opportunities.
  • Flexible working arrangements.
  • A culture that promotes inclusion and diversity.
  • Competitive employer pension contributions.