919-LO-15955281-EXT - Divisional Support Administrator
Public Health England
London
a month ago

We are looking for…

A dynamic and motivated individual who must be flexible, have excellent administrative expertise, and experience in maintaining systems, policies and procedures. He/she must also be able to regularly interact with stakeholders and colleagues. A track-record of delivering good quality work, attention to detail and exceptional organisational skills is essential. He/she must be able to work effectively both independently and as part of the wider Healthcare Public Health team.

The Divisional Support Administrator will provide professional PA support to the Healthcare Public Health Division Team. The post will be required to act as the first point of contact both for the Leads and the national healthcare Public Health team, provides project management support on agreed topics and secretariat support for a range of meetings including Corporate Boards when necessary

Responsibilities

Typical tasks would include:

  • To provide professional PA support to the National Lead and Deputy National Lead for Healthcare Public Health to ensure the smooth and effective management of their diary, meetings and day to day work load.
  • To provide secretariat support for a range of meetings including Corporate Boards when necessary
  • Ensure office procedures work efficiently and in a timely manner and are in line with the requirements for Public Health England.
  • Maintain induction materials for new staff and co-ordinate new staff induction programmes.
  • Contribute to/propose changes and improvements to the team to improve efficient and seamless working practices, implementing such changes which may have an impact across the Department.
  • Act as the business continuity coordinator for the Department.
  • Collate training needs and maintain the Department’s training plan
  • To act as the first point of contact for your Leads, including monitoring telephone and e-mail communication and to alert your Leads and other senior managers to urgent issues arising and ensure that deadlines are met.
  • To provide effective project management support to your Leads including preparation of project updates and reports, risk reports, Gant charts and using other project management software as appropriate.
  • To organise various internal meetings, book meeting rooms, coordinating attendees’ schedules and ordering refreshments, and meet and greet guests if required.
  • To provide full secretariat support for Healthcare Public Health including the issuing of agendas, coordinating meeting papers and taking minutes of meetings and their circulation in a timely manner.
  • To act as the administrator for managing the requests for leave and recording sickness absence for HR monitoring.
  • To maintain an efficient electronic and paper filing system for the Leads, including project and contract management information.
  • To organise travel itineraries and accommodation and complete staff expense forms for the Leads
  • To provide support in relation to the FARM service this will include the input of FARM requests.
  • To assist with the recruitment process for new staff as required.
  • To support wider corporate functions of the Directorate including when appropriate supporting other teams as part of wider resilience planning.

Appointment to this post is on PHE terms and conditions of service. Only previous continuous service in the Civil Service is recognised for contractual purposes.

Applicants are strongly advised to use the criteria in the person specification (available online) as subheadings in their application to make it clear how they meet each of the selection criteria.

Please also see job description for competencies.

Option 3 – External

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Appointment to this post is on PHE terms and conditions of service. Only previous continuous service in the Civil Service is recognised for contractual purposes.

Please also see job description for competencies.

Given the nature of the work of PHE, as a Category 1 department, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment.

Benefits

  • An environment with flexible working options
  • A culture encouraging inclusion and diversity