Health Protection Operations North East

**Details**:
**Reference number**:

- 234995**Salary**:

- £19,875 - £22,377- Per annum, pro rata**Grade**:

- Administrative Officer**Contract type**:

- Permanent**Type of role**:

- Administration / Corporate Support
- Other**Working pattern**:

- Full-time**Number of posts**:

- 2Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Newcastle-upon-TyneAbout the job

**Summary**:

- We are looking for enthusiastic, well-organised and proactive individuals who can demonstrate a flexible and professional approach to their work. The ability to manage a range of tasks is very important, and the willingness to support new and evolving areas of work is of particular importance.**Job description**:
The Administration Officer will be a key member of the Business Support Team and will provide high level administrative support to the UKHSA Health Protection Operations Team in the North East.

**Responsibilities**:
**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 region, including diary management of one or more senior staff, if required.
- To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy and confidentiality.
- Action routine correspondence, prepare acknowledgements and response letters as requested.
- Collate information and data to produce reports and documents as required; some may be confidential and/or complex.
- Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
- Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
- 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 UKHSA 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 and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA.

**Personal and Professional Development**

Undergo a programme of on-going development and education, including participating in the annual appraisal process, to build on existing knowledge and develop skills to meet competencies required to undertake the role.

**Communication and Key Working Relationships**

***Other**
- In addition to the job specific requirements above, this role will require adherence to all UKHSA Policies and Procedures. A full list of these are available on UKHSA Pulse and form part of the employment contract.
- All staff will adhere to the UKHSA ‘3Is’ values actively demonstrating the positive behaviours
- 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 acc