Data Entry Administrator

London, London (region), NW+ 5EQ

Job Summary

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.

The job purpose is to work collaboratively with scientists and information officers managing several surveillance programmes to provide an accurate and effective administrative support service. 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.

Job Description

Your key responsibilities will include:

Administrative Support

Provide comprehensive administrative support to teams across the Directorate, including data entry of clinical questionnaires.
To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality.
Action routine correspondence, prepare acknowledgements and response letters as requested.
Collate information and data to help produce reports and documents as required; some may be confidential and/or complex.
Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
Improve the quality of services and contribute to the improvement of the administration service.
To be 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 team in their absence and assist with their workloads as necessary.

Information Governance and Information Management

Operate and update a range of databases and computerised case management / surveillance systems. Input data and information accurately and completely, using the correct formats consistently with legislation, policies, and procedures.
Adhere to clinical governance and security of information arrangements at all times.
Assist in the effective use and maintenance of the office environment and systems and support the introduction of, and working with, systems to manage these effectively; this will include organising and maintaining comprehensive electronic filing systems and using digital tools, for example JIRA.

Meetings and Events

Arrange, attend, and provide secretariat support to teams and other internal and external meetings and/or networks as required. This will include booking venues; organising hospitality; preparing and producing paperwork, i.e., agendas, action logs, collating and distributing all necessary information and documentation electronically and taking minutes or action notes as required. Ensuring all minutes or action notes are issued in a timely manner and agreed actions are appropriately recorded.
Assist with organising external and/or internal conferences, away days and training days, including registration, and preparing resources.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Your Key Responsibilities Will Include

Administrative Support

Provide comprehensive administrative support to teams across the Directorate, including data entry of clinical questionnaires.
To be responsible for dealing with telephone enquiries and other communications that may require a high degree of tact, diplomacy, and confidentiality.
Action routine correspondence, prepare acknowledgements and response letters as requested.
Collate information and data to help produce reports and documents as required; some may be confidential and/or complex.
Assist with the dissemination and/or collation of information/returns for business operations in a timely manner.
Provide Incident Co-ordination administrative cover on rotation as required (if applicable)
Improve the quality of services and contribute to the improvement of the administration service.
To be responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.