Administrative Assistant

At the United Kingdom Health Security Agency (UKHSA) our mission is to provide health security for the nation by protecting from infectious disease and external hazards.  We are a trusted source of advice to government and to the public, focusing on reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

Our mission is challenging, innovative and in the spotlight. We will work to ensure our people have the diverse skills, experiences and backgrounds we need to thrive, that our employees are representative of the communities we serve and feel valued and enabled to play their part in delivering our work.

Creating our working culture is an ongoing process which we are developing by listening and learning together, hearing and acting upon diverse voices and opinions to develop a common sense of identity and effective ways of working.

JOB SUMMARY

The job purpose is to work collaboratively with all members of the Directorate or Centre to provide an accurate and effective administrative support service. In particular, the role will involve data entry and processing of data collected in epidemiological studies including the Unlinked Anonymous Monitoring Survey of People Who Inject Drugs. The post holder will be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties.

Location:

This role is hybrid working and requires 2 days per week in-office working in Colindale, London

Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.

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

Specific duties of the role may vary depending on the site and teams/functions.

Administrative Tasks

• Provide flexible administrative support in-line with emerging priorities/challenges and during periods of capacity pressure. This will include a reciprocal arrangement to contribute to office cover during absence of other administrative team members, where appropriate to the post holder’s grade. In addition, staff will become familiar with the other duties of other teams in order to facilitate business continuity during times of emergencies or other pressures.
• Undertake general office duties as necessary, i.e. photocopying, post and organising stock.
• Assist with the packing and postage of survey supplies and vouchers.
• Deal with telephone enquiries and other communications.
• Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
• Liaise with multi-disciplinary colleagues across UKHSA.

Financial Tasks / Management of Resources

• The post holder may be responsible for managing stock e.g. stationery and/or survey supplies.
• Liaise with the team EO to administer basic financial transactions on UKHSA systems, i.e. place orders and receipt goods/ services on the FARM financial system.

Information Management / Information Governance

• Contribute to office systems and the overall efficiency of the directorate/Centre, i.e. maintaining contact databases, post, filing, and archiving duties.
• Develop and maintain efficient filing systems (paper format and electronic), including contributing to efficient maintenance of electronic data files.
• Data processing and inputting onto databases and case management/surveillance systems.
• Adhere to office security systems, legislation, clinical governance, and security of information 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 may include organising comprehensive filing systems and updating and maintaining spreadsheets in Excel.

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 People Charter actively demonstrating the positive behaviours.
• The role holder may be expected to support corporate service activity as set out in the UKHSA Corporate Services Standard Tasks document.
• 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 or Centre and the Organisation.

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.

KEY WORKING RELATIONSHIPS

• You 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, laboratory staff, managers and corporate team staff for example, HR or Payroll. The post holder may make or receive phone calls to/from stakeholders and/or from members of the public.

It is important through your application and Statement of Suitability of up to 750 words that you give evidence and examples of proven experience of each of the following criteria:

Essential Criteria:

• Two or more GCSE’s including English and Maths or equivalent qualification / or equivalent experience.
• Experience in using Microsoft Office software i.e. Word, Excel and Outlook.
• Good literacy and numeracy skills.
• Use an appropriate method of communication for each person such as an email, telephone call or face-to- face, taking into consideration their individual needs.
• Follow the relevant policies, procedures and rules that apply to the job.
• Ability to be flexible and adaptable whilst working in a busy office.
• Commitment and ability to learn new skills.
• You are inquisitive, you seek out new information and look for new ways to develop yourself.
• You work well as part of a team and strive to ensure the team pulls together and is effective.
• An understanding of and commitment to equality of opportunity and good working relationships.
• Understand that bullying, harassment and discrimination are unacceptable.

Desirable

• Previous experience working in an office and/or reception environment.
• Understanding of data protection legislation.
• Show customers where to access relevant information and support that will help them to use services more effectively.
• Ability to cope with uncertainty and change.

Working for the UKHSA

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

Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at Childcare Choices , 30 Hours Free Childcare, Tax-Free Childcare and More , Help with Costs , GOV.UK

Job contact :

• Name : Ana Zgardan
• Email : ukhsa.recruitment@reed.com

Recruitment team

• Email : ukhsa.recruitment@reed.com