Estates, Engineering and Facilities Administrator

Job summary

Reporting to the Business Support Officer, the Estates, Engineering and Facilities (EEF) Administrator will provide an accurate and effective administrative service. The post holder will provide day-to-day administrative and/or dedicated PA support to the EEF senior management team. 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 may work with colleagues who are based across the country at different sites and/or who work remotely.

Working for your organisation

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.

Please visit our careers site for more information https://gov.uk/ukhsa/careers

Job description

Key responsibilities:

• Coordinate and deliver a comprehensive business support function for the EEF team.
• Maintain governance processes, records, action trackers and management information.
• Coordinate purchasing activities and maintain financial records.
• Produce reports, presentations and briefing materials for senior managers.
• Provide high-quality executive support to the EEF Senior Management Team.
• Act as a central point of contact for business support activities and enquiries.
• Provide high-quality executive support to the EEF Senior Management Team.
• Build and maintain effective stakeholder relationships.
• Review processes and implement improvements to enhance efficiency and service delivery

Specific duties will vary depending on current focuses, but examples of these will include:

• Provide comprehensive administrative and business support to the EEF team, ensuring the efficient day-to-day running of the function.
• Deliver high-quality PA support to senior members of the EEF team, as required. This will include proactive diary management, monitoring and responding to correspondence, arranging meetings and travel, and drafting routine correspondence.
• Provide effective administrative support to Senior and Middle Managers within the department, supporting delivery of team and organisational objectives.
• Act as a central point of contact for a range of business administration activities, taking delegated responsibility for specific departmental processes. This will include coordinating permanent and temporary pass requests and managing enquiries received via the EEF Admin inbox.
• Communicate clearly and professionally with a wide range of internal and external stakeholders, responding to enquiries promptly and courteously by email, telephone, letter, or in person, and escalating or referring issues where appropriate.
• Organise and support meetings and events, including the preparation and distribution of papers, taking and circulating minutes, maintaining action logs, and following up on actions as required.
• Maintain accurate and timely records and management information, producing reports and documentation in agreed formats. This will include developing, updating and maintaining databases using a range of systems and applications, in line with legislation, policies and procedures.
• Raise and receipt departmental purchase orders in accordance with Standing Financial Instructions and support effective financial control.
• Organise and maintain comprehensive electronic and/or paper filing systems to ensure information is accessible, secure and compliant with records management requirements.
• Contribute to the continuous improvement of administrative systems and procedures, identifying opportunities to improve efficiency, quality and cost-effectiveness across the business support function.
• Provide additional administrative resource to support the Dispatch Service when required, contributing to business resilience.
• Manage and prioritise own workload effectively, working with minimal supervision to meet deadlines and deliver a high-quality service.
• Provide cover for colleagues and undertake additional duties as directed by the line manager, in line with business needs.

The above is only an outline of the tasks, responsibilities and outcomes required of the role. You shall carry out any other duties as may reasonably be required by your line manager.

Person specification

Essential Criteria:

• Educated to A Level standard (or equivalent qualification) in English, Languages, or Humanities or able to demonstrate equivalent administrative experience in managing administrative processes, records, communication and business support systems.
• Experience providing administrative support in a busy office environment, including organising meetings, preparing documentation and taking accurate minutes.
• Strong written and verbal communication skills, with the ability to produce clear and professional correspondence and documentation independently.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
• Ability to build and maintain effective working relationships with internal and external stakeholders, demonstrating a commitment to equality, diversity and inclusion.
• Proven ability to work independently, or collaboratively, organising and prioritising workloads, manage competing deadlines and adapt to changing priorities.
• Strong attention to detail, maintaining accurate records and handling information appropriately and confidentially.

Desirable Criteria:

• Previous experience working within a construction or engineering environment.
• Experience of providing Personal Assistant (PA) support, including diary management, inbox management and travel arrangements.
• Demonstrates initiative and a proactive approach to identifying issues, improving processes and systems, and implementing effective solutions to enhance service delivery and efficiency.
• Experience of administering financial processes, including raising purchase orders, invoice processing, budget monitoring or similar activities.
• Experience of maintaining databases, electronic records management systems or shared team mailboxes
• Experience of supporting meetings and events involving multiple stakeholders.

Benefits

Alongside your salary of £28,547, UK Health Security Agency contributes £8,270 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A