Business Administrator

Job description

INTRODUCTION

CBRE are responsible for providing the staff who work onsite at the United Kingdom Health Security Agency (UKHSA) located at Porton Down to undertake Hard Services FM roles. The Estates, Engineering and Facilities Department (EEF) of UKHSA manages and controls the engineering staff in the delivery of operations and maintenance to optimise asset value and contribute to EEF's strategic objectives. The CBRE staff work permanently on site and are managed by a UKHSA employed engineering lead. This new delivery model for Hard FM services has been created to ensure engineering excellence on site, and to ensure staff working for CBRE have a high level of technical training and development with the opportunity to develop outside the Porton Down site as your career progresses. The delivery model is a collaborative enterprise between these two organisations, the Functional Managers meet regularly with CBRE head office staff to develop the ongoing relationship for the benefit of both parties.

UKHSA is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public. The agency reduces inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health UKHSA's remit. The agency's aim is to protect the health of the nation from infectious diseases and other external threats to health. As the nation's expert national health security agency, UKHSA will:

• Prevent: anticipate threats to health and help build the nation's readiness, defences and health security

• Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health,

• Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks.

• Respond: take rapid, collaborative, and effective actions nationally and locally to mitigate threats to health when they materialise

• Lead: lead strong and sustainable global, national, regional, and local partnerships designed to save lives, protect the nation from public health threats, and reduce inequalities.

UKHSA's immediate and most important priority is to continue the response to the COVID-19 pandemic In the longer term. UKHSA will build on the legacy of the COVID-19 response to ensure resilient and scalable infrastructure to secure the UK in the strongest position to protect the public from future threats to health. UKHSA's mission is challenging, innovative and in the spotlight. To achieve our objectives effectively and fairly, we commit to representing modern Britain and all its diversity UKHSA recognises that diversity of background and life experience brings different insights, creates challenge and encourages change and innovation. This, in turn produces more accountable and trusted public services and better decisions; better because they are more attuned to the needs and interests of all our communities. Differences of thought and outlook are not only respected but expected. We want all our employees to feel that they can be themselves at work and that they are valued.

DEPARTMENT

The Estates, Engineering and Facilities (EEF) Department is responsible for the engineering function comprising maintenance, validation and calibration of assets, as well as repairs and capital work. Adopting the guiding principles of engineering excellence, EEF strive to contain and control risks associated with assets, infrastructure and critical equipment on the estate. The department is also responsible for the delivery of operations and maintenance to optimise asset value and contribute to EEF's strategic objectives.

This approach provides the assurance to senior management that engineering works are carried out in a safe and secure manner, engineering solutions are sustainable, and expenditure is controlled and that all works are carried out to meet regulatory and compliant standards.

EEF manages and controls the engineering staff in the delivery of operations and maintenance to optimise asset value and contribute to EEF's strategic objectives.

EEF engages with the site stakeholders over current and future engineering requirements to ensure the engineering function supports the needs of the business. The function embraces all engineering aspects from the supply of utilities, provision of environmental conditions to meet the regulatory/compliant (HSE, MHRA, FDA, DEFRA, Home Office and needs of external customers) for high containment and general research laboratories, pharmaceutical production facilities, cell culture storage facilities and general offices, through to minor/major servicing, validation, calibration and the installation of specialised laboratory/process equipment.

JOB SUMMARY

The Business Support Administrator will be an enthusiastic individual who will work collaboratively with all members of the Engineering teams, with minimal supervision, providing a range of Business Support duties.

MAIN DUTIES AND RESPONSIBILITIES

• To raise, review and receipt all Departmental purchase orders for external contractors in line with the correct Standing Financial Instructions.

• The postholder will be required to input data and information accurately and completely, using the correct formats which are consistent with legislation, policies and procedures.

• To maintain, update and assist with developing and populating a range of databases.

• To organise and maintain a comprehensive filing and archive system.

• Collate information and data to produce reports and documents as required; some may be confidential and/or complex.

• To assist with the Maximo asset system which records work undertaken on assets and close out work orders in an accurate and timely fashion.

• To liaise with suppliers with respect to specifications, quotations and invoices.

• Assist all members in the team in the production of the documentation to a high standard.

• Provide support and answer calls and emails in a professional and timely manner.

• To carry out any additional duties as requested by Finance Support Officer.

PROFESSIONAL DEVELOPMENT

You should pursue a programme of continuous professional development in accordance with any relevant professional registration or statutory requirements, whilst maintaining appropriate awareness of service provider requirements.

You shall be expected to identify, discuss, and action your own professional performance and training / development needs with your line manager through appraisal and individual development plan and will also be expected to attend internal and external training events and participate in all mandatory training as required, i.e., fire safety, information governance and all other mandatory training.

PERSON SPECIFICATION

We are looking for a highly organised and hardworking individual with excellent communication skills, who can work off their own initiative to prioritise work and ensure extremely high standards. You will need a flexible and adaptable approach to work and the ability to work under pressure.

PERSONAL EXPERIENCE / QUALIFICATIONS AND SKILLS

• Excellent administrative, timekeeping, communication, and organisational skills.

• Proven track record in administration in a complex organisation or office setting.

• Experience of archive system would be advantageous.

• Proven and extensive experience within a similar role, or experience of creating a large volume of orders.

• Ability to liaise with suppliers.

• Knowledge of Word & Excel spreadsheets and their implementation with overall good IT skills.