Apprentice Administrative Officer

UK Health Security Agency • Preston, PR

4d • Hybrid

About The Position

The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health. UKHSA’s remit, as an agency with a global-to-local reach, is to protect the health of the nation from infectious diseases and other external threats to health. As the nation’s expert national health security agency UKHSA will: Prevent: anticipate threats to health and help build the nation’s readiness, defences and health security Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities. Job overview We are recruiting an Apprentice Health Protection Administrative Officer (AO) to work in the UKHSA North West Cumbria and Lancashire business support team, whilst undertaking a Level 3 Business Administrator apprenticeship. The AO is a key member of our operational team supporting our busy health protection response, and you will need to be organised, proficient with Microsoft Office packages, and be able to work accurately with pace to meet tight deadlines. You will also be required to keep up to date with current practice and learning, and adhere to legislation, policies and procedures. This is a diverse and interesting role, and one which requires a flexible approach as workload priorities can change. You will be joining our North West multi-disciplinary team made up of consultants, practitioners, surveillance scientists, emergency planning and business support colleagues. We have a friendly and collaborative team where everyone’s role is valued and contributes to the UKHSA mission to keep the local population health secure. Advert Administrative Support Financial and resource management Meetings and events Information governance and information management This list is not exhaustive. Apprenticeship and professional development As part of this role, you will work towards and attain a Level 3 qualification in Business Administration. You will learn skills to demonstrate a variety of knowledge, skills and behaviours. Training will take place in the workplace and online with our training provider and you will have a dedicated 20% of your paid time towards your learning. 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 Working for our organisation We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce. UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all. Please visit our careers site for more information https://gov.uk/ukhsa/careers Detailed job description and main responsibilities 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.

Requirements

• Educated to a level 2/GCSE in Maths and English or equivalent and/or relevant experience working at a similar level within administration
• If under the age of 19, a grade C (4) in GCSE Maths and English or equivalent or be willing to complete functional skills (which the provider will deliver as part of the programme). This is not required for candidates aged 19 or older
• Experience of using Microsoft Office software i.e., Word, Excel, Outlook, and PowerPoint or equivalent
• Ability to communicate clearly and concisely both orally and in writing, taking 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 prioritise own work and work with minimal supervision
• Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
• Ability to follow guidance, policies, and processes, including handling sensitive and confidential data
• Ability to handle telephone enquiries and receive visitors
• Ability to work well as part of a team
• 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

Nice To Haves

• Experience handling sensitive and/or confidential data
• Experience of arranging meetings and supporting events and taking minutes
• Experience of working in an office environment
• Talk to relevant people to get advice and information when unsure how to proceed

Responsibilities

• 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
• 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.
• 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.
• 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.

Benefits

• Generous annual leave: -26 days for the first 5 years of continuous service -28 days after 5 years of continuous service -32 days after 10 years of continuous service -Plus public holidays and one privilege day for the King’s birthday
• Access to a generous Defined Benefit pension scheme with employer contributions.
• Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving.
• Access to a retail discounts and cashback site.
• We also promote flexible working patterns (part-time, job-share, condensed hours).
• UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us.
• All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing.
• We also offer a generous maternity/ paternity and adoption leave package.

What This Job Offers

• Job Type: Full-time
• Career Level: Intern
• Education Level: High school or GED