Data Processing Executive Officer

Data Processing Executive Officer
Inspection , Enforcement & Standards
Victoria, London
Executive Officer - £25,187
Two years Fixed Term
REF NO: - IE217A

The Organisation
The Medicines and Healthcare Products Regulatory Agency enhance and improve the health of millions of people every day through the effective regulation of medicines and medical devices, underpinned by science and research.

The IE&S Division is responsible for ensuring compliance with the standards that apply to the manufacture and supply of medicines on the UK market. This is achieved by licensing and inspecting all UK manufacturers, wholesale dealers and importers of medicines and by inspecting clinical trials and toxicology laboratories

Purpose of Role:

The Inspection, Enforcement & Standards Data Processing Executive Officer will be required to provide high quality data processing to the Division and work flexibly in order to deliver a range of duties relating to the quality and quantity of outputs. The post holder will also be expected to ensure that any documentation issued is of a professional standard and that a high quality service is provided to stakeholders at all times.

The post will require a degree of flexibility across the Data Processing unit which comprises of five key areas: Process Licensing, Import Notifications, Export Certificates, the Defective Medicines Reporting Centre and Freedom of Information requests. A willingness to become proficient in all of these disciplines is expected.
This is a post requiring a high degree of professionalism, the ability to be flexible in work tasks and the ability to deploy excellent written and verbal communication skills, particularly when dealing with key stakeholders.

Key Responsibilities:

1. People Management / Team work
2. Operational Tasks
3. Communications
4. Project Management
5. Financial
6. Representation

1. People Management
Specific Duties
- To work as part of a team in a multi-function, pressurised environment
- To identify and build relationships with all relevant stakeholders (internal & external)
- Document and implement best practices
- Develop the flexibility to function effectively within all areas of the Data Processing section

2. Operational Tasks
Specific Duties
- Ensure continued ISO accreditation of the Data Processing section by operating within the scope of the quality system.
- Organise meetings, including minute-taking arrangements, ensure staff are prepared. Prepare and distribute Agendas and papers for meetings
- Proactively anticipate potential issues and exercise sound judgment to deal with or raise to management level accordingly
- Liaising with internal and external stakeholders to resolve issues relating to the processing of the information and/or issue of regulatory documents
- Issue regulatory documents or process applications, ensuring:

a) Processing of applications/inputting data within statutory target times.
b) Meeting operational performance targets for accuracy and timelines.
c) Applications are processed correctly and in their entirety
d) Output is correct in terms of information and current legislation.
e) Accurate records are kept in support of business audit trails
f) Provision of accurate information to inform business metrics
- Ensure work takes place in accordance with financial processes
- Ensure availability of hologram paper
- Provide supporting information for Freedom of Information requests
- To undertake other specific duties as required by line management

As required, work flexibly to undertake the range of duties across data processing functions

3. Communications
Specific Duties
- Handling and processing e-mails, other correspondence and phone calls from both internal and external stakeholders in an intelligent way so essential business is progressed speedily and appropriately. Also undertaking email and telephone monitoring on a rotational basis
- To liaise in a professional manner with all stakeholders
- Provide a quality service to all stakeholders
- To maintain strict confidentiality at all times
- To take minutes of meetings accurately, to set deadlines

4. Project Management
Specific Duties
- As required undertake and/or manage any tasks or projects assigned by Line Management

5. Financial Management
Specific Duties
- To undertake any relevant activities in support of the Budgetary process
- Provide statistics as required.
- To act as a liaison point for queries raised by Finance personnel

6. Representation
Specific Duties
- To be a professional I, E & S representative for the section when dealing with all internal or external stakeholders
- Actively represent the section on working groups or cross Agency forums

To apply please click the APPLY button.

Please ensure to review the full job description and competencies in relation to this position prior to applying. Applicants will be expected to meet and address all the competencies in order to be shortlisted for the interview stage.

We are an equal opportunities employer and welcome applications from suitably qualified people regardless of age, gender, sexual orientation, marital status, race, religion, politics or disability.

All civil servants work within the boundaries of the Civil Service Code. The Code sets out the duties and responsibilities of all civil servants.

The closing date for applications is 8th July 2015