Quality Administrator

Job summary

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.

The post holder will support the UK NEQAS for Microbiology Quality and Systems Manager in maintaining the Quality Management System (QMS). This includes managing and maintaining the QMS, preparing and formatting controlled documents, and ensuring that all documentation is accurate, up to date, and effectively monitored

The role also involves maintaining training records and assisting with troubleshooting activities where required. In addition, the post holder will be responsible for the daily administrative functions of the Quality Team and will undertake ad hoc quality analysis tasks as needed.

Job description

• Ensure compliance with UKAS and accreditation to ISO/IEC 17043:2023 standards.
• Maintain a high standard of work and contribute to maintenance and management of records and documents.
• Contribute to internal and external audit programmes and corrective actions.
• Take every effort to suggest quality improvements.
• To assist with overseeing the maintenance and management of equipment
• Ensuring control procedures are followed, batch control, acceptance checks are undertaken on critical items required and record keeping of the same.
• Analyse, provide and present information generated from Quality Management.
• Management of staff training records
• Assist with various operations aspects as required
• This role offers opportunity to learn and develop in quality management.
• Management of website documentation and updates

Key Working Relationships

The post holder will develop working relationships and communicate regularly with a wide range of individuals within EQA services.

Internal

Staff in EQA Services with regard to Quality aspects.

Personal & People Development

• Actively participate in annual performance and development review
• Actively participate and maintain a continuing professional development programme and be aware of relevant developments in their field
• To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training Service Improvement
• Participate in departmental quality meetings and team meetings in order to discuss team performance, activities, issues, progress, needs, etc.

Health, Safety & Security

• In accordance with UKHSA policies and procedures:
• To ensure that health, safety and welfare is an afforded priority over other issues and to demonstrate a commitment to health, safety and welfare regarding self, staff and visitors
• To work in a safe manner
• To report all accidents and incidents
• To comply with safety policies, procedures, COSHH and risk assessments
• To participate in the internal and external safety audits, as required
• To co-operate on matters of health and safety to enable UKHSA to comply with its health and safety responsibilities
• To notify any accidents, incidents or near misses’ dangerous situations or shortcomings in health and safety training instructions via the appropriate management structure
• Your attention is drawn to the Health and Safety at Work Act of 1974 which requires you to take reasonable care for the health and safety of yourself and others who may be affected by your acts and omissions at work; and co-operate with UKHSA on any matters of health and safety.

Quality

In collaboration with the Quality Team:

• Support the UK NEQAS Quality Manager to ensure that the quality system meets appropriate accreditation requirements of ISO/IEC 17043:2023.
• To maintain the Quality Management System by conducting administration of all controlled documents on the Quality Management System E.g. SOPs, forms, work instructions and manuals as well as other modules.
• Managing the document archive, including the controlled withdrawal and removal of obsolete or superseded versions of documents.
• Provide relevant assistance and deliver basic training to EQA Services staff on the use of different Modules of Quality Management System.
• Confidentially manage controlled documents which contain sensitive information.
• To prepare status reports from the Quality Management System for workload analysis and performance measurement.
• To provide administrative support to the UK NEQAS staff where necessary.
• Organising, scanning, and filing documentation in a systematic and efficient manner, ensuring records are accurately labelled, securely stored, and easily retrievable. This includes maintaining both electronic and paper filing systems, supporting version control, and ensuring compliance with document management and retention policies.
• To provide support for internal and external audits.
• Organise meetings including taking meeting minutes, booking meeting rooms, liaising with attendees and arrange catering.
• Write and update Standard Operating Procedures which describe the processes involved in activities carried out by the post holder.
• Managing and maintaining accurate records of staff training, including logging completed training activities, tracking compliance with mandatory requirements, monitoring training progress, and ensuring all records are up to date and readily accessible for audit and review.
• Providing quality administration support, including monitoring and tracking pending tasks, following up with relevant staff to ensure timely completion, updating records and systems, and helping to ensure that all quality-related activities are completed in line with deadlines and requirements.
• Ensure the security, confidentiality and appropriateness of storage, access and retrieval of records in accordance with legislation and UKHSA policies.
• To perform any other duties required by the Line Managers commensurate with Grade.
• Management of UK NEQAS for Microbiology website documents and ensuring information is accurate

Development & Innovation

• Assist with the development and introduction of new policies

Procurement & Commissioning

• To ensure items needed for their work are stocked and inform line managers when items are low

Services & Project Management

• Ensure acceptance checks forms are completed and saved in relevant folders

Person specification

Essential criteria

• Previous experience of working in an administrative environment using computerised data systems
• Knowledge of administrative procedures
• Working knowledge of Microsoft Office including Word and Excel, Teams and Outlook
• Clear communicator with good writing, data entry and telephone skills ensuring accuracy
• Ability to work effectively as part of a team
• Problem solving skills
• Able to work under pressure in a calm and organised manner
• Attention to detail when undertaking tasks
• Ability to work on own initiative working to tight and often changing timescales
• Problem solving skills and ability to respond to sudden unexpected demands
• Excellent time management skills with the ability to re- prioritise

Desirable criteria

• Knowledge of working with Quality Management Systems
• Experience of producing reports, spreadsheets and tracking data trends
• Experience of supporting audits and inspections

Benefits

Alongside your salary of £29,613, UK Health Security Agency contributes £8,578 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 will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and / or skills and abilities outlined in the essential criteria.

Stage 1: Application & Sift

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)
• 500 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 500 words. We will not consider any words over 500 words.

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

If used, the piles ‘Meets all essential criteria’ and ‘Meets some essential criteria’ will proceed to shortlisting.

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

• Knowledge of administrative procedures
• Working knowledge of Microsoft Office including Word and Excel, Teams and Outlook
• Clear communicator with good writing, data entry and telephone skills ensuring accuracy

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 & assessment.

Feedback will not be provided at this stage.

Stage 2: Interview

You will be invited to a single face to face interview at Colindale, 61 Colindale Avenue, NW9 5EQ

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

Knowledge, experience, skills & abilities will be tested at interview

There will be an assessment on the basic use of Microsoft office. Further details will be provided to candidates invited to interview.

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 hybrid working based at our Scientific Campus in Colindale. 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) working at our campus.

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.

Based at our scientific campus, you will be required to have a minimum of 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

External: 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.

Qualifications and Registrations

For roles where specific qualifications or registrations are required, successful applicants will be asked to provide appropriate evidence. Employment cannot commence until satisfactory documentation has been received and verified.

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

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 : Timor Miakhel
• Email : timor.miakhel@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 the UKHSA Complaints team via email at: 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 for further information: Home - Civil Service Commission

http://www.healthjobsuk.com/vacancy/8053561