Jobsxl | Total Jobs Online

UK Health Security Agency is an executive agency of the Department of Health. They are a trusted source of advice to the government, the NHS, parliament, industry and to the public. UKHSA provides strategic leadership and vision for protecting and improving the nation’s health. Its ambition is to lead nationally, and enable locally, a transformation in the health expectations of all people in England, regardless of where they live and the circumstance of their birth. It will achieve this through the application of research, knowledge and skills.

The post holder 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.

This role is fixed term starting ASAP and ending 31st March 2024. It is a Hybrid role with 2/3 days a week being onsite based, in Canary Wharf office. First 2 weeks will be fully onsite for training.

• 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.


• 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.


• 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.


• Supervise the business support team on their day-to-day activities, which may include call handling or data inputting.

Essential

• Educated to degree level/NVQ level 6 in relevant subject or equivalent level of qualification and/or equivalent experience.


• IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint.


• Significant administrative/ secretarial experience including developing, implementing, and maintaining office systems and handling sensitive information.

Desirable

• Experience working in a public sector organisation.


• Ability to use digital tools e.g. JIRA