Administration Assistant - Birmingham, United Kingdom - UK Health Security Agency

UK Health Security Agency

Verified Company

Birmingham, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Grade and Salary:
AO (Outer) £ £22377

The laboratory in Birmingham is a UK Health Security Agency (UKHSA) microbiology laboratory and is in partnership with University Hospitals Birmingham Trust (UHB).

The microbiology partnership provides comprehensive microbiology services and specialist services to Birmingham Heartlands Hospital, Good Hope Hospital in Sutton Coldfield, Solihull Hospital and general practitioners throughout the area.

Your main duties would be:

Provide a comprehensive secretarial/administration service, organising and making arrangements, typing and distribution of documents and reports, recording information and filing and ensuring that all information and documentation is produced to expected standards of performance and according to agreed timescales.
Proactively manage diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available and that the Team are briefed on any difficulties, problems or issues.
Build and maintain constructive relationships with others, within Public Health England and externally in order to improve the effectiveness and efficiency of services
Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of the service including Share point and
Prioritise work, and take appropriate steps to manage incoming and outgoing requests for action and/or information, including follow up, according to agreed timescales.
To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, propose changes to working practices to maximise efficiency/effectiveness of role.
To produce copy/audio typing of correspondence, reports, presentations and spread sheets.

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.

MAIN DUTIES AND RESPONSIBILITIES

You would handle all correspondence, including opening, redirecting, distribution and drafting of replies to all mail and be responsible for day-to-day diary management, including arranging, co-ordinating meetings and resolve conflicting diary appointments.

You would be required to produce a weekly diary of designated staff.

The postholder would be responsible for preparing and distributing reports, agendas and associated papers, together with photocopying and collating papers as required.

You would arrange high level often sensitive meetings as required, ensuring that all concerned are notified of the time, date and venue of meeting, prepare and circulate agendas and minutes.

Ensuring equipment required for meeting is available. Arrange teleconference as appropriate. Organise and co-ordinate off site meetings.

You would be required to ensure the team is fully briefed and prepared by having appropriate documentation when attending meetings.

To maintain a comprehensive, up-to-date and accurate filing system, including a confidential bring forward system.

You would receive visitors to the department as necessary and provide appropriate assistance.

You would be required to organise and plan UK and overseas travel for conferences and meetings including making train, flight and hotel reservations.

Please note, as part of the selection process, you may be asked to prepare to deliver a presentation or take a test.

Selection process details

STAGE - APPLICATION & SIFT:
If you are successful at this stage, you will progress to an interview.

STAGE - INTERVIEW

This competition will involve an interview either by video or face to face.

Please note that you may be required to undertake in a test or presentation at interview.

Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section).