Apprentice Administrative Officer

Administrative support: 

Provide comprehensive administrative support to teams across the Directorate, 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

Communication and key working relationships:

The post holder will develop effective working relationships and communicate regularly with a wide range of individuals via phone, email and face to face including, local team members and managers, clinical and non-clinical staff and scientists. The post holder may also take phone calls and/or emails from members of the public and/or stakeholders

Training:
You will attain a Level 3 qualification in Business Administration and learn skills to demonstrate a variety of knowledge skills and behaviours Training will take place in the workplace and online with our provider and you will have a dedicated 20% of your paid time towards your learning

Training Outcome:

Career progression will be supported.

Employer Description:
The UK Health Security Agency (UKHSA) is responsible for planning, preventing and responding to external health threats, and providing intellectual, scientific and operational leadership at national and local level, as well as on the global stage.

Working Hours :
Monday - Friday, 9.00am - 5.00pm

Skills:
Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Administrative skills,Team working,Creative,Initiative,Non judgemental,Patience