Job description

Job title:HTA Administration Assistant

Salary:Band 1

Accountable to :Head of Business Technology

Contract:6 month fixed term contract

Location:151 Buckingham Palace Road, London.

Introduction

The Human Tissue Authority (HTA) is the national independent regulator for organisations that remove, store and use tissue for research, medical treatment, post-mortem examination, teaching and display in public. We also give approval for organ and bone marrow donations from living people. With the interests of the public and those we regulate at the centre of our work, we aim to maintain confidence by ensuring that human tissue is used safely and ethically, with proper consent.

Established under the Human Tissue Act (2004), we are an Executive Non

Departmental Public Body (ENDPB) sponsored by the Department of Health.

The Authority’s Chair and members are appointed by the Secretary of State for Health. The Chair and half of the members are lay, with the remainder being professionals drawn from some of the groups who are affected by the legislation. The Authority is supported by an Executive team of 49 staff.

Job purpose

To provide high quality, flexible administrative support across the HTA with a key focus on assisting with the delivery of our business technology function, maintaining our office facilities and other necessary functions as required.

Communications and working relationships

Internal

HTA Directorates, Line Managers, SMT, the wider HTA staff and Authority members.

External

Staff at licensed establishments, establishments applying for licence, external agencies and individuals (Parliamentarians) transplant community, DH, Media, devolved assemblies,general public and other key stakeholders.

Key tasks and responsibilities

HTA Assistants work flexibly to provide administrative support to all HTA directorates and cover a range of tasks as required.These include the following:

  • The main point of contact for external callsincluding those from the mediaand the public concerning body donation.Deal with enquires and queries wherever possible or direct them to the appropriate person or team.
  • Coordinate meeting room bookings as required, including placing up to date calendars on meeting room doors, setting up video/skypemeetings when required and external guests are greeted at reception, provided with tea/coffee/water etc.
  • Provide administrative support for IMPACT, CRM, Wiki and other online systems as required. This would include the maintenance of governance document data and review.
  • Conduct user testing of IT systems as required
  • Assist with data cleansing and data quality projects as required
  • Make arrangements for meetings as required including producing the draftagenda and circulatinginformation prior to the date.
  • Book venues, travel and catering for external meetings and events as well as providing back up support for inspection travel bookings. Assist with the preparation by sending invitations and recordingresponses;collating materials for the event and any other tasks as requested by the event organiser.
  • Filing of paperwork including converting documents to pdfs and uploading to electronic databases within the expected timeframes.
  • Proof read a range of documents as required ensuring they are in corporatestyle.
  • Provide secretariat support for IT Supplier meetings including arranging the meetings, drafting agendas and taking miuntes.
  • Co-ordinate and distribute bulk communications to stakeholders and licensed establishments. Maintain up to date contact details in the Customer Relationship Management system.
  • Receive mail and distribute items to the appropriate person. Accurately log special delivery packages and parcels in the log book for signature.
  • Ensure that stationery levels are maintained and place orders before stock becomes depleted. Oversee general office equipment making sure that it is in good working order and arrangingfor repairs whenrequired.
  • Ensure that grocery levels are maintained and place orders with the suppliers when necessary.
  • Raise purchase orders (PO) when necessary and complete the relevant details by liaising with both the requester and Finance department.
  • Support the Executive Assistant with a range of duties as delegated.
  • Respond positively to other requests for assistance including maintenance of HTA paper and electronic files.

Person specification

Criteria

Experience, training and skills
Excellent organisational skills and the ability to focus and prioritise tasks and deliver on time to high standards
Knowledge and experience of working in a team environment
Good IT skills and experience of working with Microsoft Office programmes, databases and internet search engines
Effective communication skills, both written and oral, and a good, clear professional telephone manner, especially when dealing with sensitive issues
Good interpersonal skills in order to work professionally with internal and external contacts with tact and diplomacy
Experience of using a Customer Relationship Management system and website management system
Experience of organising meetings and events
Experience of writing minutes of meetings or committeesandBoard administration / Essential
Essential
Essential
Essential
Essential
Desirable
Desirable
Desirable
Personal attributes
Ability to use initiative
A meticulous and thorough approach to work
Accuracy and good attention to detail
Flexibility and a willingness to accept additional responsibilities and work
An understanding of the impact of their behaviour on others by a proven commitment to treating all colleagues and stakeholders fairly and with respect, without stereotyping or bias
Ability to work well under pressure and to tight timeframes
An effective, reliable and efficient team player who is able to share the relevant directorates overall business objectives
Interest in scientific and medical issues / Essential
Essential
Essential
Essential
Essential
Essential
Essential
Desirable

Competencies

Gaining awareness and understanding / Level 2
Creating effective solutions / Level 1
Understanding others / Level 1
Facilitating teamwork / Level 1
Building relationships / Level 2
Inspiring confidence / Level 1
Compelling communication / Level 2
Achieving Results / Level 2
Concern for quality / Level 2