Support Officer - Travel & Expenses

Job summary
We are seeking a proactive, well-organised, and detail-oriented individual to join our small but dynamic team. This team supports a diverse and high-volume workload, including business travel coordination, travel expense compliance, and the resolution of debt recovery queries.
The successful candidate will manage team inboxes to ensure service level agreement (SLA) targets are met, act as the systems administrator for the Travel Team, and ensure compliance procedures are followed when activating new traveller accounts.
Main duties of the job
You will work closely with UKHSA\’s travel supplier (CTM) to ensure the travel booking process operates efficiently and supports organisational goals, while also assisting travellers in securing best-value accommodation in key locations. Building strong working relationships with suppliers will be essential to ensure high-quality service delivery.
In addition, you will be responsible for managing queries from the MQS debt recovery agency, ensuring they are resolved promptly and satisfactorily. You will also analyse data and produce reports to inform decision-making and highlight areas for process improvement.
The ideal candidate will be a collaborative team player with a strong focus on accuracy and efficiency. You must be able to manage competing priorities and meet deadlines. Proven experience working across multiple systems and proficiency in Microsoft Word and Excel (intermediate to advanced level), as well as MS Teams, is essential.
About us
We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.
UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.
Please visit our careers site for more information https://gov.uk/ukhsa/careers
Job description
Job responsibilities
Your key responsibilities will include:

• Monitoring and managing team inboxes to ensure that local SLA targets are consistently met.
• Working closely with UKHSAs travel supplier (CTM) to ensure the business travel booking process is effective and aligned with organisational objectives.
• Assisting UKHSA travellers in securing the best value accommodation in key locations.
• Managing and resolving queries from the MQS debt recovery agency promptly and to the satisfaction of all parties involved.
• Acting as the Travel Team systems administrator, ensuring compliance procedures are followed when activating new traveller accounts.
• Build strong working relationships with suppliers to ensure effective delivery of services.

Please see the job description for the full list of duties and responsibilities.
Essential Criteria

• A highly competent, positive, and organised individual with proven experience in administrative tasks.
• A confident communicator with energy and enthusiasm, able to engage effectively with people at all levels.
• Strong organisational skills.
• Excellent IT skills, with experience using Microsoft 365 collaboration tools such as Teams, Word, Excel, and Outlook.
• Ability to work independently, demonstrating a commitment to delivering high-quality performance in all aspects of the role.
• Capable of using initiative, maintaining high standards, and contributing effectively as part of a team.

Desirable Criteria

• Knowledge or experience in debt management.
• Knowledge or experience of business travel.

Selection Process Details
This vacancy is using Success Profiles and will assess your Behaviours and experience.
Stage 1: Application & Sift
You will be required to complete an application form. You will be assessed on the listed essential criteria, and this will be in the form of:

• An application form (Employer/ Activity history section on the application)
• A 500 word supporting statement.

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.
The Application form and supporting statement will be marked together.
Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

Please note only those meeting all essential criteria will be taken through to shortlisting.
Shortlisting: In the event of a large number of applications we will shortlist on:

• A highly competent, positive, and organised individual with proven experience in administrative tasks

Desirable criteria may be used in the event of a large number of applications or large amount of successful candidates.
If you are successful at this stage, you will progress to interview and assessment.
Please do not exceed 500 words. We will not consider any words over and above this number.
Feedback will not be provided at this stage.
Stage 2: Interview (Success Profiles)
You will be invited to a remote interview.
Behaviours and experience will be tested at interview.
The Behaviours tested during the interview stage will be:

• Delivering a Quality Service
• Seeing the Big Picture
• Working Together
• Communicating and Influencing
• Making Effective Decisions.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Location
This role is being offered as hybrid working based at our Core HQ in Canary Wharf, London, E14 4PU.
We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, averaged over a month).
Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).
Eligibility Criteria
Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).
Security Clearance Level Requirement
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.
Job description
Job responsibilities
Your key responsibilities will include:

• Monitoring and managing team inboxes to ensure that local SLA targets are consistently met.
• Working closely with UKHSAs travel supplier (CTM) to ensure the business travel booking process is effective and aligned with organisational objectives.
• Assisting UKHSA travellers in securing the best value accommodation in key locations.
• Managing and resolving queries from the MQS debt recovery agency promptly and to the satisfaction of all parties involved.
• Acting as the Travel Team systems administrator, ensuring compliance procedures are followed when activating new traveller accounts.
• Build strong working relationships with suppliers to ensure effective delivery of services.

Please see the job description for the full list of duties and responsibilities.
Essential Criteria

• A highly competent, positive, and organised individual with proven experience in administrative tasks.
• A confident communicator with energy and enthusiasm, able to engage effectively with people at all levels.
• Strong organisational skills.
• Excellent IT skills, with experience using Microsoft 365 collaboration tools such as Teams, Word, Excel, and Outlook.
• Ability to work independently, demonstrating a commitment to delivering high-quality performance in all aspects of the role.
• Capable of using initiative, maintaining high standards, and contributing effectively as part of a team.

Desirable Criteria

• Knowledge or experience in debt management.
• Knowledge or experience of business travel.

Selection Process Details
This vacancy is using Success Profiles and will assess your Behaviours and experience.
Stage 1: Application & Sift
You will be required to complete an application form. You will be assessed on the listed essential criteria, and this will be in the form of:

• An application form (Employer/ Activity history section on the application)
• A 500 word supporting statement.

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.
The Application form and supporting statement will be marked together.
Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

Please note only those meeting all essential criteria will be taken through to shortlisting.
Shortlisting: In the event of a large number of applications we will shortlist on:

• A highly competent, positive, and organised individual with proven experience in administrative tasks

Desirable criteria may be used in the event of a large number of applications or large amount of successful candidates.
If you are successful at this stage, you will progress to interview and assessment.
Please do not exceed 500 words. We will not consider any words over and above this number.
Feedback will not be provided at this stage.
Stage 2: Interview (Success Profiles)
You will be invited to a remote interview.
Behaviours and experience will be tested at interview.
The Behaviours tested during the interview stage will be:

• Delivering a Quality Service
• Seeing the Big Picture
• Working Together
• Communicating and Influencing
• Making Effective Decisions.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Location
This role is being offered as hybrid working based at our Core HQ in Canary Wharf, London, E14 4PU.
We offer great flexible working opportunities at UKHSA and operate using a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, averaged over a month).
Our core HQ offices are modern and newly refurbished with excellent city centre transport link and benefit from benefit from co-location with other government departments such as the Department for Health and Social Care (DHSC).
Eligibility Criteria
Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).
Security Clearance Level Requirement
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Basic Personnel Security Standard.
Person Specification
Application Form and Supporting Statement
Essential

• Application Form and Supporting Statement

Behaviours
Essential

• Delivering at Pace
• Seeing the Big Picture
• Working Together
• Communicating and Influencing
• Making Effective Decisions

Person Specification
Application Form and Supporting Statement
Essential

• Application Form and Supporting Statement

Behaviours
Essential

• Delivering at Pace
• Seeing the Big Picture
• Working Together
• Communicating and Influencing
• Making Effective Decisions

Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .
Employer details
Employer name
UK Health Security Agency
Address
Canary Wharf
London
E14 4PU
Employer\’s website