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.

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.
• 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.

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 Civil Service pension with an employer contribution of 28.97%

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

This vacancy is using Success Profiles and will assess your Behaviours, Technical Skills and Experience.

Stage 1: Application & Sift

Success Profiles - GOV.UK

You will be required to complete an application form. You will be assessed on the listed 7 essential criteria, and this will be in the form of a:

Application form (‘Employer/ Activity history’ section on the application) 750 word supporting statement.

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.

You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into