Job Summary

At Public Health England our mission is to protect and improve the nation's health and wellbeing, and, reduce health inequalities. We are looking for committed, skilled and enthusiastic colleagues to join our ICT team.

Information and Communications Technology

The Information and Communications Technology Department (ICT) has primary responsibility for service technical infrastructure and support. ICT has staff at a number of locations throughout the Organisation. The key functions of ICT are to provide and support such systems required by the staff of Public Health England (PHE), and to provide the technical infrastructure to enable all forms of corporate communication, both within the Organisation and between the Organisation and its customers and stakeholders.

We are looking for:

Two Business Support Officers (BSO), as follows:

• One BSO (Director’s Office) to provide administrative and organisational support to the ICT department and Senior Management Team (SMT), as delegated and directed by the Business Manager. The postholder will be responsible for delivering departmental administrative functions, liaising with the Finance and Commercial central office, and, supporting the HR administrative function in ICT

• One BSO (Equipment Supply Team) to assist with the day to day administration within the ICT Equipment Supply Cell (supporting PHE’s incident response to Covid-19 and Contact Tracing), as delegated and directed by the ICT Area Manager

Main Duties and Responsibilities (for both roles) may be any combination of the following:

1. Provide comprehensive administrative support to teams across the Department
2. 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. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required
3. 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
4. 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
5. Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function
6. Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Department or Centre
7. Carry out timely and accurate information analysis and reporting on agreed areas of their working area and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications
8. Contribute to effective information management (including maintaining administrative and information resources, i.e. filing systems) and assist with the dissemination and/or collation of information/returns, in a timely manner
9. Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently
10. Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary

Duties and responsibilities specific to the BSO (Equipment Supply Team):

1. Manage multiple mailboxes including dealing with queries and replying to concerns, actioning incoming requests, and item & folder management
2. Work with ICT engineers and PHE Porton Dispatch Department to produce the relevant weekly paperwork and coordinate resources for the equipment dispatch
3. Update ICT asset management system and respective spreadsheets when equipment is returned or issued
4. Update ticket information in the ICT Incident and Request Management System
5. Coordinate with regional department managers/support staff to gather and enter required details into ICT systems for new starters working from home
6. Arrange collection and returns of equipment from remote staff who have left or where equipment has developed a fault
7. Ensure accurate documentation is kept up do date
8. Escalate queries, where appropriate, to the ICT Equipment Supply Cell Manager

Intermediate/advanced knowledge of Microsoft Word 365 and Microsoft Excel 365 is essential and a working knowledge of Adobe Acrobat XI Pro and Microsoft SharePoint administration would be advantageous and desirable.

For further information or an informal discussion about the post, please contact ICT Recruitment (ICTRecruitment@phe.gov.uk)

Applicants are strongly advised to use the criteria in the person specification (available online) as sub-headings in their application to make it clear how they meet each of the selection criteria. Please also see job description for competencies.

Public Health England promotes diversity in the workplace and is an equal opportunities employer. We would particularly welcome female applicants, as they are currently under-represented within PHE ICT.

Option 3 – External

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants)