Administrative Officer

Details
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Reference number

463050

Salary

£25,651 \- £27,220
per annum, pro rata
A Civil Service Pension with an employer contribution of 28\.97%
GBP

Job grade

Administrative Officer### Contract type

Permanent### Type of role

Administration / Corporate Support### Working pattern

Flexible working, Job share, Part\-time### Number of jobs available

1
Contents
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• Location


• About the job


• Benefits


• Things you need to know


• Apply and further information

Location
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PortonAbout the job
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Job summary

The Food, Water and Environmental Microbiology Services (FWEMS) Laboratories are specialist microbiology laboratories within the UKHSA. Based in 3 sites across the country, the laboratories are geographically well placed to work with local authorities to protect the public from health threats posed by contaminated food, water and the environment. The Porton FWEMS Laboratory provides a microbiology testing and advisory service to Local Authorities, Port Health Authorities, hospitals and commercial clients across the south and west of England. The laboratory is accredited to ISO 17025 and is recognised as an Official Laboratory for the microbiological examination of food and foodstuffs within the EU.

Working for your organisation

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

The post holder will provide efficient and effective clerical and administrative support to the laboratory. Undertake administrative, financial, and human resource related tasks under the direction of the Business Support Manager and Laboratory Administrator.

The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non\-clinical, internal and external to UKHSA. This will include.

Internal

• Laboratory Management Team


• Laboratory Administrative Team


• Laboratory staff across the FWEMS Service


• Other laboratory staff throughout UKHSA

External

• Local and Port Health Authorities


• Commercial Customers


• Professional Contacts including UKAS


• Hospitals


• Members of the Public


• Couriers and other sub\-contractors

Service Delivery

• Provide a complete administrative and secretarial support function to the laboratory, on a day\-to\-day basis performing duties such as the typing of letters, reports and papers for publication and the preparation of audio\-visual aides, using the appropriate computer package.


• Organise local meetings involving room booking and informing attendees of meeting arrangements.


• Receive orders from the laboratory and process on Money and People Services (MAPS) which is the UKHSA finance, purchasing, HR and payroll system, this will often involve phoning suppliers and obtaining up to date prices and product details.


• The post\-holder will also enter goods received notes on to the system and maintain a file of all orders which will be updated daily.


• Place and follow up urgent orders by telephone as required.


• Support the data entry staff by entering and interpreting information on the laboratory computer systems including the use of the Laboratory Information Management System (LIMS) for FW\&E samples.


• Liaise with customers and colleagues both by telephone and e\-mail systems where appropriate regarding the provision of information from laboratory systems, including supporting the Laboratory Manager in the provision of contract and financial information.


• Take, and where appropriate, deal with, enquiries to the laboratory regarding our activities.


• Assist in general administrative duties including post, photocopying and maintaining filing systems, including both manual and electronic files.


• Participate in the supervision and training of other staff, in particularly regarding data entry activities.


• Assist in the updating and writing of Standard Operating Procedures for administrative functions.

General

• Be adaptable to change and to work flexibly, maintaining appropriate levels of training as necessary.


• Maintain effective communication with line managers and to ensure that where problems occur, they are highlighted with the Laboratory Manager and are documented using appropriate laboratory policy.


• Demonstrate a positive attitude to the laboratory and other members of the team. Perform any other duties, commensurate with grade, as requested by the Line Manager.


• Organise and review Transport collections for our customers.

Customer Relationships

• Respond to requests and communicate accurately, information and results to other laboratory staff, as required. Refer queries to other, more senior staff, as appropriate.

Financial Management

• To assist the laboratory administrator in the invoicing of all laboratory customers and settlement of any associated queries.

Quality Systems Management

• Participate in activities necessary for the maintenance and development of the Quality System in accordance with UKAS requirements.


• Support the laboratory’s accreditation to ISO 17025 and ensure compliance with UKAS and other accreditation and certification standards.

Asset Management

• Assist in the maintenance of equipment in the administration area in order to ensure efficient and safe operation. Assist in the maintenance of stocks of stationery, ensuring that stocks are received, stored and used appropriately.

Strategy, Policy and Service Development

• Support the implementation of new methods and technologies into the laboratory, to maximize quality and efficiency of testing.


• Support appropriate income generation activities for the laboratory, in accordance with the National FW\&E objectives, in conjunction with the Laboratory Management Team.

IT Infrastructure

• To be competent in the use of the laboratory’s IT systems and for the basic inputting of data into the system.

Security / Health and Safety

• Ensure confidentiality and conformity to the requirements of the Data Protection Act, Caldicott principles and the Laboratory Information Systems and Technology Security policy.


• Ensure that health and safety are afforded priority and to demonstrate commitment to health, safety and welfare of self, staff and visitors.


• Ensure attendance of self and manage

The above lists are not exhaustive

Person specification

Essential Criteria

• Good standard of general education e.g. GCSE level including English language or relevant experience working in a laboratory


• Experience of working as part of a team


• IT literate with some experience of data entry


• Experience of working with integrated software packages, including Windows, MS Office, Email, and internet


• Maintain adequate levels of confidentiality


• To be able to work in an organised and flexible manner, with the ability to cross over to other office roles when necessary


• Ability to prioritize own workload effectively


• Communicate clearly both orally and in writing with a wide range of people of differing levels within the organisation


• Word process and data input both precisely and quickly in a variety of formats


• Demonstrate a high level of motivation and commitment to high standards


• An understanding of and commitment to equality of opportunity and good working relationships

Desirable Criteria

• Previously worked in a busy office environment


• Previous experience of working in public health including Medical/microbiological data entry

Benefits
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Alongside your salary of £25,651, UK Health Security Agency contributes £7,431 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.* Learning and development tailored to your role

• An environment with flexible working options


• A culture encouraging inclusion and diversity


• A Civil Service pension with an employer contribution of 28\.97%

Things you need to know
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Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.### Selection process details

This vacancy is using Success Profiles and will assess your Behaviours, Strengths and Experience.

Stage 1: Application \& Sift

Success profiles Success Profiles \- GOV.UK

You will be required to complete an application form. You will be assessed on the listed 11 essential criteria, and this will be in the form of a:

• Application form (‘Employer/ Activity history’ section on the application)


• 1000 word supporting statement.

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.

You will receive a joint score for your application form and statement. (The application form is the

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