Business Support Officer

This role is based at the office in Chilton, OX11RQ.

Each regional team operates in line with UKHSA guidance, and therefore work in a hybrid model with staff expected to attend site 40-50% of their time. On non-office days, the individual may work from home. Other travel from time to time may be required

Working Pattern – Full Time, Part Time, Job Share, Flexible Working, Hybrid Working,

Responsibilities:

As the Business Support Officer your main responsibilities will provide day-to-day administrative and / or dedicated PA support to the Directorate or senior management 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 minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties. The post holder may work with colleagues who are based across the country at different sites and / or who work remotely.

Administrative Support

• Provide comprehensive administrative support to teams across the Directorate
• Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required.
• Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
• Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks 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.
• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre.
• Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.
• 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 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; maintaining project plans; supporting the provision of management information; and participating in working groups.

Financial and Resource Management

• Provide support and information to aid effective management of budgets, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery using the FARM system, receipt goods and maintain log of expenditure.
• Support the end of year/monthly close down of accounts.

Leadership and Management

• Be a visible, positive, and competent role model and motivator, and provide training, advice, and support in own area of responsibility.
• Undertake effective line management of staff (if applicable) within area of responsibility, including undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff.
• Supervise the business support team on their day-to-day activities, which may include call handling or data inputting.

Communication and Key Working Relationships

• The post holder will develop effective working relationships and communicate regularly either by phone, email, or face to face with a wide range of individuals including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls, receive emails and decide relevant action, responding directly where appropriate and this may include external people for example, stakeholders and/or from members of the public as well as other public health organisations e.g., NHS and the Dept. of Health.

Personal and Professional Development

• Identify, discuss, and action own professional performance and training / development needs with your line manager through appraisal / individual development plan. Attending internal / external training events
• To participate in all mandatory training as required, i.e., fire safety, information governance and all other mandatory training.

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 is available on UKHSA net and form part of the employment contract.
• 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
• As a Category 1 responder under the Civil Contingencies Act 2004, UKHSA has a set of civil protection responsibilities which it must fulfil in the response to any emergency or major incident. Staff may be asked to contribute to the preparedness for and response to major incidents and emergencies (as defined in the UKHSA Concept of Operations) as required.
• 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

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

It is important through your application and Statement of Suitability of 1000 words that you give evidence and examples of proven experience of each of the following criteria:

Essential

• Educated to a level 3 qualification and / or relevant experience working at a similar level
• Significant administrative / secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information.
• IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint. Experience of organising meetings and producing supporting paperwork, including agendas, and taking minutes / action notes.
• Experienced at working under pressure handling multiple tasks and prioritising own workload.
• Ability to use finance systems and support financial analysis for reports.
• Ability to 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.
• Ability to follow relevant policies, procedures, and legislation to complete your work.
• Ability to work without supervision working to tight and often changing timescales.
• Ability to work well as part of a team and strive to ensure the team pulls together and is effective.
• You are inquisitive, you seek out new information and look for new ways to develop yourself.
• An understanding of and commitment to equality of opportunity and good working relationships.

• For more information on the UKHSA please visit: UK Health Security Agency - GOV.UK (www.gov.uk)

  Benefits

  • 
    Learning and development tailored to your role
  • An environment with flexible working options
  • A culture encouraging inclusion and diversity
  • A Civil Service pension with an average employer contribution of 27%
  • Range of health and wellbeing support

Job contact :

Name :
Emily Lawson
Email :
emily.lawson@reed.com

Recruitment team

Email :
emily.lawson@reed.com