Business Support Officer
- Civil Service
- Part Time
- Birmingham
- 28,574 - 37,737
Job Description
Job summary
At the UK Health Security Agency (UKHSA), we have EO Business Support roles available. These roles play a vital part in our mission to protect the nation from health threats.
Successful candidates will join one of our diverse projects, programmes, or portfolio offices, with opportunities to contribute to initiatives such as:
- Supporting the delivery of major change programmes within UKHSAs portfolio, aligned with the organisations strategic objectives
- Health protection projects or other public health initiatives
- Technology programmes or projects
- Infrastructure programmes or projects
- Organisational change and transformation programmes or projects
- Supporting the setup and delivery of new projects and programmes
Job description
The Business Support Officer will undertake a range of duties to support the CMA Programmes & Transformation Division as well as the Directorate as a whole by providing:
- Administrative Support
- Project Support
- Financial and Resource Management support
- Communication and Key Working Relationships with our stakeholder
Detailed job description and main responsibilities
Administrative Support
- Provide comprehensive administrative support to one of the teams (PMO, Project Delivery or Business Change Management) within the CMA Programmes & Transformation Division.
- Act as a central coordinating point of contact for a range of business administration activities, leading on the delivery of key tasks.
- 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, Microsoft Teams or in person as directed by your task manager.
- Responsible for the organisation of meetings and events, booking rooms and ensuring that attendees have the correct invitations and papers ahead of schedule.
- Support your team in producing accurate minutes and actions following meetings
- 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, Division, Directorate or Group
- 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.
- Use the functions of MS Office including Excel spreadsheets, databases, Word, and PowerPoint.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 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 your Team and supporting PMO, Project or Business Change activities as directed by the relevant lead or task manager;
Financial and Resource Management
Financial and Resource Management
- Provide support and information to aid effective management of budgets, including, time sheet checks, overseeing the placement and/or orders for goods and/or stationery using the MAPs system, receipt goods and maintain log of expenditure.
- Support the end of year / monthly close-down of accounts.
Leadership
- Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
Communication and Key Working Relationships
- The post holder will develop effective working relationships and communicate regularly either by phone, email, Microsoft Teams or face to face with a wide range of stakeholders including clinical and non-clinical staff, scientists, support staff, managers and corporate team staff for example, Finance, HR or Payroll. The post holder may make or receive Teams calls, receive emails and decide relevant action, responding directly where appropriate and this may include external stakeholders for example, members of the public or other public health organisations such as NHS and the Dept. of Health and Social care.
Personal and Professional Development
- Undergo the Government On Line Skills (GOST) programme of on-going development and education, including the annual appraisal process, to build on existing knowledge and develop skills to meet the behaviours and competencies required to undertake the role.
Please note: These roles may require regular travel between UKHSA sites.
This list is not exhaustive.
Person specification
Essential Criteria:
- Recent significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information.
- Experience of organising meetings and producing supporting paperwork, including agendas and taking notes and capturing actions using AI where agreed and safe to do action notes.
- Experienced at working under pressure handling multiple tasks and prioritising own workload
- IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
- 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.
