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Job title – Business Support Officer

Profession- Business Support

Directorate – Technology

Full Time equivalent - 37.5 hours

No of Roles – 1

Contract Type – Permanent

Location – Home Working or Office Hybrid

UKHSA offers hybrid working or home working for its employees – this means that whilst the role will be based in one of our UKHSA offices, there will be opportunities for an element of working from home. The balance between home and workplace working is to be agreed with the line manager, determined primarily by business need and in line with departmental policy. Some business travel will be required to other UKHSA offices. Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available

Working Pattern – Full Time / Flexible Working/ Home working / Hybrid Working

Grade & Salary – Grade EO. National – £24,091 - £28,195 Outer London - £25,762- £30,339 Inner London - £27,690 - £32,203 per annum.

The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase. Either case is determined by whichever is the highest.

This role is to be appointed under Civil Service Terms & Conditions. Full details on the T&C’s are found https://www.ukhsa.reed.com/.

Closing Date – 20/09/2023. 23:55pm. Unfortunately, late applications will not be considered

Interview Date – 02/10/2023 Please note, these dates are subject to change.

Introduction

At the United Kingdom Health Security Agency (UKHSA) our mission is to provide health security for the nation by protecting from infectious disease and external hazards. We are a trusted source of advice to government and to the public, focusing on reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health. Our mission is challenging, innovative and in the spotlight. We will work to ensure our people have the diverse skills, experiences and backgrounds we need to thrive, that our employees are representative of the communities we serve and feel valued and enabled to play their part in delivering our work. Creating our working culture is an ongoing process which we are developing by listening and learning together, hearing and acting upon diverse voices and opinions to develop a common sense of identity and effective ways of working.

Job Overview

The DevOps Business Support function provides day-to-day administrative support to the management team for Development & Operations. They will maintain effective working relationships with a variety of stakeholders both internal and external to the organisation. The post holder will work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team providing a wide range of specific administrative duties. The post holder will work with colleagues who are based across the country at different sites and/or who work remotely.

Administrative Support

• Provide comprehensive administrative support to the DevOps management team

• Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. Duties will include

• Diary management for DD

• Supporting wider DevOps SLT with following duties

• Compiling and updating weekly SLT DevOps reports

• Managing onboarding and offboarding of internal and partner staff

• Booking passes and rooms for onsite meetings internally and with vendors

• Managing training requirements and leave booking for entire team

• 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, letter or in person, referring to the relevant lead where appropriate

• Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This may include providing secretariat support to teams and other internal meetings and networks as required

• Minuting and taking actions for all SLT meetings

• Organising and coordinating all-hands meetings and sessions in wider townhalls and conferences

• Make use of tools and automation as needed to support administrative functions
• Chairing and organising participation in relevant internal working groups/projects, services and initiatives across the organisation representing DevOps

• Contribute to effective information management (including maintaining administrative and information resources, i.e. DevOps Jira/Confluence projects and pages) 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.

• Provide cover as directed by line manager for other members of the SLT team in their absence and assist with their workloads as necessary

Project Support

• Undertake project support in the absence of a dedicated project support role in the structure, 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 the project team(s), supporting elements of projects as directed by the relevant lead or project manager; supporting the provision of management information; and participating in working groups

Financial and Resource Management

• Provide support and information to aid effective management of budgets
• Support the end of year / monthly close down of accounts

Essential skills:

• Educated to level 3 diploma or equivalent in relevant subject and/or equivalent experience
• Significant experience including:
• developing, implementing and maintaining office systems and handling sensitive information
• organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes
• working in an administrative environment using computerised finance and procurement systems
• IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint, MS Teams.
• Experienced at working under pressure handling multiple tasks and prioritising own workload
• Ability to use finance systems and support financial analysis for reports
• Ability to

• work without supervision working to tight and often changing timescales
• work well as part of a team and strive to ensure the team pulls together and is effective

• You are inquisitive, you seek out new information and look for new ways to develop yourself
• Follow relevant policies, procedures and legislation to complete your work
• Understanding the importance of information governance
• Understand that bullying, harassment and discrimination are unacceptable.

Desirable Skills:

• Experience working in a public-sector organisation
• Experience with Slack, Jira and Confluence.

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality 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.

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an average employer contribution of 27%

Job contact :

Name :
sophie rigney
Email :
[email protected]

Recruitment team

Email :
[email protected]