Administrative Assistant

6 months ago

London, United Kingdom UK Health Security Agency Full time

**Details**:
**Reference number**:

- 351352**Salary**:

- £26,392 - £26,994- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Administrative Officer**Contract type**:

- Permanent**Type of role**:

- Administration / Corporate Support
- Science**Working pattern**:

- Flexible working, Full-time, Job share, Part-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- LondonAbout the job

**Job summary**:
**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 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.

**Job description**:
**Main duties of the job**:
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

**Detailed job description and main responsibilities**:

- ** 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.
- 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

**3. 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 accorda

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