Administrative Assistant

2 weeks ago

London, Greater London, United Kingdom UK Health Security Agency Full time

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 customersCustomer 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 laboratorys 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 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 laboratorys IT systems and for the basic inputting of data into the system.

Security / Health & Safety To ensure confidentiality and conformity to the requirements of the Data Protection Act, Caldicott principles and the Laboratory Information Systems and Technology Security policy.


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

To 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.

To agree to implement safety objectives. To ensure that a Laboratory/Office Safety Code of Conduct is implemented.

To ensure that risk assessments are implemented and maintained.

To report risks that cannot be controlled to the Laboratory Manager To notify accidents, near misses, dangerous situations and shortcomings in health and safety via the appropriate management structure Your attention is drawn to the Health and Safety at Work etc.

Act 1974 which requires you to take reasonable care of the health and safety of yourself and others which may be affected by your acts and omissions at work; and co-operate with the UKHSA on matters of health and safety.

Other Duties To participate in training and development activities, as required.

To develop professional expertise by undertaking further appropriate training as required.

To perform other duties as directed by the Laboratory Manager, Food, Water and Environmental Microbiology Service within the framework of the job summary.

Be prepared to work flexibly across the entire FW&E Microbiology Service as required, maintaining appropriate levels of training as necessary.

PROFESSIONAL DEVELOPMENT Identify, discuss and action own professional performance and training / development needs with your line manager through appraisal / individual development plan.

Attending internal / external training events To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training. The above is only an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by the directorate.

For further details please refer to the Information Sheet - Starting Salaries & Benefits attachment Face to Face interviews If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview

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