Laboratory Administrator

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 London FWEMS Laboratory provides a microbiology testing and advisory service to Local Authorities, Port Health Authorities, hospitals and commercial clients across London, Southeast England, and Midlands Regions. 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.

The post holder will:
• Assist in coordinating the provision of professional administrative services within the laboratory
• Provide a Personal Assistant service to the Laboratory Manager and Unit Head
• Be responsible for the supervision and training of administrative staff within the laboratory
• Work effectively with the Business Support Manager, ensuring Business plans and services are implemented
• Act as a point of contact for Local and Port Health Authority, NHS and commercial customers
• Be responsible for ensuring invoices are raised for income generation activities
• Maintain regular communication with the laboratory’s courier contractor to ensure prompt collection of samples from customers as required

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

Service Delivery

• Provide a Personal Assistant service to the Laboratory Manager and Unit Head, including word processing and organisation of diaries.
• Assist the Laboratory Management Team and to organise the meeting schedule, prepare agendas and relevant papers and produce minutes and action points for the meetings.
• Be responsible for maintaining records of sickness absence and annual leave on all laboratory staff and to provide data on request.
• Assist in the production of correspondence, reports and scientific publications when necessary.

Financial Management

• Assist the Laboratory Manager in monitoring the laboratory budget. Analyse and interpret financial data on behalf of the Laboratory Management Team to ensure that the laboratory’s activities remain within budget.
• Take responsibility for authorising and processing invoices and ensuring invoices are raised for income generation activities.
• Be responsible for ensuring all travel and expense claims are submitted along with overtime payments monthly to the UKHSA payroll team.

Customer Relationships

• Act as a point of contact for Local and Port Health Authority, NHS and commercial customers and maintain and develop good customer relationships to ensure effective running of the laboratory.
• In conjunction with the Laboratory Manager, prepare quotes for work required by commercial customers.
• Assist in coordinating courier bookings and maintaining regular communication with the laboratory’s courier contractor to ensure prompt collection of samples from customers as required, respond to queries, investigations, and review of the service.

Quality Systems Management

• Work with the Laboratory Quality Manager to ensure that documentation and procedures within the laboratory satisfy the requirements of UKAS Accreditation and continuity of evidence for legal procedures.
• Support the laboratory’s accreditation to ISO 17025 and ensure compliance with UKAS and other accreditation and certification standards.
• Participate, where appropriate, in regular audits of departmental procedures in support of the Quality Manager

Management

• Be responsible for organising and setting up all the interviews for laboratory management staff and participate where necessary.
• Assist in the management of other administrative staff within the laboratory, including recruitment and selection, induction, performance appraisal and personal development plans.
• Be responsible for the general supervision and the training and development of other administrative staff within the laboratory in accordance with UKHSA policies and procedures.
• Co-ordinate routine tasks with other administrative staff as required e.g. processing incoming post appropriately, photocopying, collating information etc.
• Be responsible for maintaining all laboratory staff files and ensuring training records are kept fully up to date for audit purposes.
• Be responsible for the HR function within the laboratory, to include recording sickness absence, coordinating the annual leave of all laboratory staff, return to work interviews and preparing monthly returns.
• Act as the first point of contact and ensure good links with internal support departments i.e. HR, payroll, finance and the Regional.
• Ensure cascade of information to all laboratory staff including new and updated UKHSA policies and procedures.

Strategy, Policy and Service Development

• Maintain a high standard of work and contribute to developing the service so that it remains effective and follows best practice.
• Encourage innovations that enhance the effectiveness of the laboratory’s work and assist in the improvement and development of the service, in the interests of efficiency and in order to meet changing demands.
• Assist in writing administrative Standard Operating Procedures to ensure the efficient operation of the administrative functions of the laboratory.
• Assist the Laboratory Management team in preparing and updating the Laboratory Business Plan to ensure consistency with National FWEMS objectives.

IT Infrastructure

• Be competent in the use of all aspects of the laboratory’s IT systems and provide data to more senior staff as appropriate.

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 managed staff on safety training courses as required in the UKHSA Health and Safety Training Policy and other safety policies as appropriate.
• Agree to implement safety objectives. Ensure that a Laboratory/Office Safety Code is implemented.
• Ensure that risk assessments are implemented and maintained. Report risks that cannot be controlled to the Laboratory Manager.
• Notify accidents, near misses, dangerous situations and shortcomings in health and safety via the appropriate management structure

These lists are not exhaustive.

Person specification

Essential Criteria:

• Educated to A Level/NVQ standard or equivalent including English
• Experience of managing priorities within a large complex organisation
• Experience of records maintenance and filing systems (paper and electronic)
• Experience of using a variety of software packages, data entry and good keyboard skills
• Experience of ordering and invoicing
• Experience of liaising with customers and maintaining customer relationships
• Experience of managing and communicating sensitive/confidential information
• Ability to follow and communicate instructions, ideas and opinions clearly and concisely, both orally and in writing
• Excellent organisational skills and ability to manage own workload
• Able to liaise with colleagues across departments within the UKHSA and work across organisational boundaries
• Ability to work as an effective team member and be able to work collaboratively and cooperatively with other team members
• 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:

• Experience of working in a public health related field
• Knowledge and understanding of laboratory safety requirements and procedures
• Experience of independently managing projects within an administrative capacity
• Previous experience of supervising/managing staff
• Knowledge and experience of financial management including previous experience of monitoring budgets
• Proven ability in identifying and developing efficient and effective systems within the workplace

Benefits

Alongside your salary of £32,624, UK Health Security Agency contributes £9,451 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, Experience and Technical skills

Stage 1: Application & Sift

Success profiles

You will be required to complete an application form. You will be assessed on the listed 13 essential criteria, and this will be in the form of a:

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

• 1000 word supporting statement.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 words.

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.

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

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:

• Experience of managing priorities within a large complex organisation

Desirable criteria may be used in the event of a large number of applications.

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

Feedback will not be provided at this stage.

Stage 2: Interview

Success profiles

You will be invited to a single face to face interview based in Colindale.

Where face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.

Behaviours, Strengths, Experience and Technical skills will be tested at interview.

There will be a Technical Test

You will be asked to take a 20 minute online Test Assessment which will be sent via email after your interview.

The Behaviours tested during the interview stage will be:

• Working Together (Lead behaviour)
• Delivering at Pace
• Managing a Quality Service
• Communicating and Influencing

Interviews dates 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 based at our Scientific Campus in Colindale.

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-terrorist Check. If based at one of our scientific campuses, 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. In exceptional circumstances 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.

Eligibility Criteria

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

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.

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: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

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 https://gov.uk/ukhsa/careers

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

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/7782238