Administrative Officer

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

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

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 (opens in a new window) 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 kind of information you would put into your C.V –please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 words. We will not consider any words over 1000 words.

Longlisting:

In the event of a large number of applications we will longlist into 3 piles of:

1. Meets all essential criteria
2. Meets some essential criteria
3. Meets no essential criteria

If used, the pile 'Meets all essential criteria' will proceed to shortlisting.

Shortlisting:

In the event of a large number of applications we may conduct an initial sift, on the lead criteria of:

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

Desirable criteria may be used in the event of a large number of applications/large amount of successful candidates.

If you are successful at this stage, you will progress to interview.

Feedback will not be provided at this stage.

Stage 2: Interview

Success profiles Success Profiles - GOV.UK

You will be invited to a single face to face interview based at UKHSA Food, Water and Environmental Microbiology Laboratory, Manor Farm Road, Porton Down, Salisbury, Wiltshire SP4 0JG.

If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.
Behaviours and Strengths will be tested at interview

The Behaviours tested during the interview stage will be:

• Communicating and Influencing (Lead behavior)
• Working Together
• Delivering at Pace

Interviews dates are to be confirmed.

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 office/lab based at our Scientific Campus in Porton. Based at our scientific campus, you will be required to have a Counter Terrorism Check security vetting check as a minimum. For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 3 years as the role requires Counter Terrorism Check (CTC) clearance. UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.

Please note hybrid working is not available for this role.

Security Clearance Level Requirement

Successful candidates must pass a basic disclosure and barring security check before they can be appointed.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-Terrorist Check.

Eligibility Criteria

External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK

The new facilities will start becoming operational in the mid-2030s, with full
completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will consider any
reasonable adjustments that could help you. An adjustment is a change to the
recruitment process or an adjustment at work. This is separate to the Disability
Confident Scheme. If you need an adjustment to be made at any point during the
recruitment process you should contact the recruitment team in confidence as soon as possible to discuss your needs.

You can find out more information about reasonable adjustments across the Civil
Service here:Reasonable Adjustments , Civil Service Careers

International Police check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and it could be time accrued over that period.

Internal Fraud Check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub, and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for external candidates to the Civil Service.

Careers website

Please visit our careers site for more information UKHSA Hub , Civil Service Careers

Salary Information

If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Charlene Gwekwerere
• Email : charlene.gwekwerere@ukhsa.gov.uk

Recruitment team

• Email : recruitment@ukhsa.gov.uk

Further information

The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: Complaints@ukhsa.gov.uk If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website here.

http://www.healthjobsuk.com/vacancy/8010000