Job description

We are looking for a confident and efficient Business Support Administrator to provide a first-class service to the South East team within OHID, helping them to operate effectively to deliver organisational objectives.

Overall, your primary purpose is to ensure that daily running of the team operates seamlessly. This may require you making decisions and being proactive. You will provide a wide-ranging administrative service, carrying out duties such as dealing with incoming emails, supporting meetings, providing IT assistance, carrying out financial procedures, booking travel and making sure the team are kept aware of any updates or changes to departmental processes.

You will need to build and sustain effective relationships with a range of internal and external stakeholders. You need to be a good team player with the ability to develop a good rapport to enhance a cohesive relationship both within the business support team, the Health and Wellbeing team and the wider regional Public Health Group. This includes colleagues from within both the UKHSA and NHSEI.

Responsibilities

As a Business Support Administrator you will be responsible for (but not limited to):

• Effectively managing the Business Support mailbox, assisting with all enquiries coming in and responding quickly and efficiently or forwarding appropriately.

• Making sure that requests for assistance are dealt with quickly and appropriately.

• Working with programme managers to assist with organising and taking notes at regular Health and Wellbeing network meetings.

• Maintaining team information, for example staff changes, organograms, cascade lists etc.

• Regularly maintaining the team shared workspace online and eventually the South East SharePoint page, making sure information is up to date and accurate.

• Raising requests to the IT team or HR when required and keeping track of these.

• Carrying out financial procedures such as raising and receipting POs and invoices.

• Supporting the Senior Leadership Team with various tasks and pieces of work, such as creating infographics or running reports.

• Working with the wider business support team to provide support, including cover during periods of annual leave.

• Building and maintaining relationships with both internal and external partners.

This list is not exhaustive, and you are expected to work flexibly and closely with others in the team and Senior Business Operations Manager to ensure consistent and effective support to the SE Region.

Key skills and experience required for the role

We are looking for a candidate who:

• Can work well in a team environment, promoting diversity, inclusion and equality of opportunity, respecting difference, and other people’s experiences.

• Recognises the importance of discretion, tact and diplomacy in managing sensitive, personal, and confidential matters.

• Can very confidently use Microsoft Office programmes such as Outlook, Word, Excel, PowerPoint & Teams and is comfortable using or willing to learn online programmes e.g., SharePoint.

• Shows good judgement and approach to situations, tasks and problems and a self-starter who can work independently.

• Has good organisational, time management and planning skills, being able to prioritise competing priorities and multitask with an ability to deliver to tight deadlines quickly and effectively, whilst remaining professional in a pressured environment.

Behaviours

We'll assess you against these behaviours during the selection process:

• Working Together
• Delivering at Pace
• Changing and Improving
• Communicating and Influencing

We only ask for evidence of these behaviours on your application form:

• Working Together
• Delivering at Pace