Immunisation Correspondence and Project Support Officer - London, United Kingdom - UK Civil Service

Description

Job summary

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.

We are looking for a Correspondence and Project Support Officer to work within the Immunisation Planning and Implementation (IPAI) team, which is part of the Immunisation and Vaccine-Preventable Diseases Division.� The role has two main aspects.� The first is oversight of all incoming correspondence to our busy immunisation mailbox and drafting and managing responses, with input and support from subject matter experts.� The second aspect of the job is to provide project support to the immunisation planning and implementation team project management office.

The post holder will work with� the Programme Manager as part of a team with four project managers. There are two aspects to the job. The main element is the oversight of all correspondence that comes to our busy immunisation mailbox, including general emails, private office cases, freedom of information requests and parliamentary questions and ministerial correspondence and requests. This will involve the drafting of replies, liaising with subject experts as appropriate, often to tight deadlines.�
The second element of the role is to provide project support functions to the Immunisation Project and Programme Boards. This will include helping to arrange meetings, writing minutes, timely preparation and dissemination of meeting papers, and supporting the work of other ad hoc meetings that may arise.
As already indicated, these responsibilities may change over time. You will carry out any other duties as may reasonably be required by the directorate.�

Job description

Your key responsibilities will include: ��

Correspondence Functions

� � �Act as lead contact for all immunisation correspondence, including Parliamentary Questions (PQs), Ministerial and Chief Medical Officer (CMO) correspondence, and requests for information and briefing from DHSC.
� � �Work closely with the other teams within the department to coordinate responses and lines to take.�
� � �Produce draft responses for correspondence and PQs, and be responsible for maintaining and developing briefing resources used by the team.
� � �Liaise with other agencies such as the MHRA and NHS England to commission responses and verify accuracy of information.

Project Support Functions

� � �Support the Programme Manager and Project Managers in running the Programme Management Office (PMO). Specific duties will include: preparing papers, status reports and plans in advance of meetings. Attending meetings to record actions and produce minutes as required.
Other
� � �The above is only an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by the directorate. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.
� � �To support public health incident responses that the Immunisation and Vaccine-Preventable Disease division support or lead on, all members of the division who are EO grade and above are required to undertake the appropriate training for �task manager� role, to be able to undertake the role of task manager as and when required.

This role offers the opportunity to work in an interesting area of work within a team responsible for implementation of immunisation programmes � leading to tangible public health benefits. As such, our ideal candidate thrives in a challenging environment, has an attention to detail, and is comfortable with at times working under pressure as well as working to strict timelines. The role requires someone who has the confidence to liaise with senior members of the team to handle all aspects of the correspondence and get sign-off, often at short notice.�

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Person specification

Essential criteria

� � �Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area.�
� � �Appreciation that tasks are expected to be delivered at pace, with competing priorities, but always delivered in an assured and professional manner.
� � �Excellent organisational skills and flexibility, including ability to multi-task, prioritise workload, and to work at pace and to tight deadlines and unexpected demands.�
� � �A clear communicator with excellent writing skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences - from senior officials to laymen.
� � �Skills for communication on complex matters and difficult situations, requiring persuasion and influence.
� � �Skills for nurturing key relationships and maintaining networks.
� � �Attention to detail combined with the ability to extract key messages from complex information.
� � �Independent thinker and decision maker with demonstrated good judgement, and problem-solving skills.
� � �Ability to work on own initiative and organise own workload without supervision.
� � �An ability to maintain confidentiality and trust.
� � �An understanding of and commitment to equality of opportunity and good working relationships.

Desirable criteria

� � �Evidence of Personal Development.
� � �Demonstrable understanding of an evidence-based approach to decision making.
� � �Experience in minute taking and the preparation of meeting papers.
� � �Demonstrates a strong desire to improve performance and make a difference by focusing on goals.

Benefits