Administrative Assistant

2 weeks ago

London, Greater London, United Kingdom UK Health Security Agency Full time
The Food, Water and Environmental (FW&E) Microbiology 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 in order to protect the public from health threats posed by contaminated food, water and the environment.

The London FW&E Laboratory provides a microbiology testing and advisory service to Local Authorities, Port Health Authorities, hospitals and commercial clients in London.

The laboratory accredited to ISO 17025 and is recognised as an Official Food Control Laboratory for the microbiological examination of food and foodstuffs within the EU.To provide efficient and effective clerical and administrative support to the laboratory.

Undertake administrative, financial, and human resource related tasks under the direction of the Laboratory Administrator

KEY WORKING RELATIONSHIPS

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 FW&E Microbiology Service

Other laboratory staff throughout UKHSA

External

Local and Port Health Authorities

Commercial Customers

Professional Contacts, including UKAS

Hospitals

Members of the Public

Service Delivery


To 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

To take, and where appropriate, deal with, enquiries to the laboratory regarding our activities

Please read all the information on this page carefully - The main duties and responsibilities for the role are displayed below

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.

Service Delivery

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

To participate in the supervision and training of other staff, in particularly regarding data entry activities

To 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.

To 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

To support the implementation of new methods and technologies into the laboratory, in order

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