Administration Officer

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

- 435646

**Salary**:

- £25,651 - £27,220
- Per Annum
- A Civil Service Pension with an employer contribution of 28.97%

GBP

**Job grade**:

- Administrative Officer

** Contract type**:

- Permanent

** Type of role**:

- Administration / Corporate Support

** Working pattern**:

- Flexible working, Full-time, Job share, Part-time

** Number of jobs available**:

- 2

**Contents**:

- Location
- About the job
- Benefits
- Things you need to know

** Location**:

- Pathology Building, Infection Sciences, Southmead Hospital,
Bristol, BS10 5NB

** About the job**:
** Job summary**:

- The laboratory in Bristol is situated within the Severn Pathology suite of laboratories at North Bristol NHS Trust Southmead site. The service is delivered by collaboration between North Bristol NHS Trust and UKHSA. The laboratory also has management input into a hot lab and near patient testing initiatives in University Hospitals Bristol. The laboratory receives in excess of 1 million specimens a year from a large number of clinical specialties across the Bristol and Bath hospital trusts, primary care, as well as referred specimens from the wider South West region and beyond, which contribute to an interesting and varied workload with a continuous assay review and development program.
- We are looking for two Administration Officers to assist the Laboratory Office Manager in providing personnel and administrative functions, ensuring that an efficient and effective administrative service is provided to the laboratories, its staff, its customers and UKHSA Bristol.
- The Administration Officers will assist with liaison between the Bristol laboratory and other units of UKHSA, NHS organisations and local authorities.
- The Administration Officers will be expected to assist in any UKHSA coordinated response or activity of a national/international nature, e.g. a bioterrorism incident or a major disease outbreak, e.g. Severe Acute Respiratory Syndrome (SARS).

** Job description**:

- The Administration Officers will provide secretarial and administrative support to members of the Bristol Laboratory and support the Office Manager in the organisation and functions of the Laboratory Office.
- The Administration Officers will also assist with liaison between the Bristol Laboratory and other units of UKHSA, NHS Organisations and Local Authorities.
- The Administration officers will be required to:

- perform general offices duties including typing, filing, photocopying etc
- answer telephone queries from external callers and take and pass on messages for senior staff of the laboratory
- ensure that all tasks are carried out to the required safety standards
- report all accidents and incidents or near misses and dangerous situations to line manager.Your attention is drawn to the Health & Safety Act of 1974 which requires you to take reasonable care for yourself and others who may be affected by your acts and omissions at work; and to co-operate with your employer on any matters of health and safety
- maintain a high standard of work and comply with departmental quality policy
- be responsible for receiving reporting queries from customers and suppliers
- use Laboratory Information System, as well as Word and Excel
- ensure confidentiality and conformance to Data Protection Act in collaboration with designated Caldecott Guardian, Data Protection Officer and Security of information Officer- ** Main Responsibilities**- To record and prepare draft minutes and action tables for meetings, specifying decisions made and follow up action required for subsequent completion.
- To organise a range of meetings and events, including venue, attendees and occasional travel arrangements.
- To ensure the timely registration of goods received notes onto the Finance and Resource Management system.
- To undertake office functions for members of the Bristol Laboratory team, including:

- arrangement of meetings
- maintenance of diaries
- dealing with telephone enquiries, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery
- IT support, e.g. word processing, generate and maintain spreadsheets for the collection and analysis of data
- assistance with checking of ledgers etc.- To assist with the production and issuing of invoices on the UKHSA MAPS system on behalf of the Laboratory.
- To assist with the routine operation of the UKHSA MAPS, including purchasing and stock.
- To assist with the routine operation of non-pay expenditure and to match delivery notes to invoices for non-stock expenditure.
- To assist other office members with the timely registration of goods received notes onto MAPS.
- To ensure compliance of the above with UKHSA Standard Financial instructions.
- To assist with the Laboratory related functions of the office, e.g. booking in, result entry, post, answering telephone enquires etc.
- To assist with the inputting of sensitive results onto the labora