Job Description

Details

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Reference number

438258

Salary

25,651 - 27,220
per annum, pro rata
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

Science

Working pattern

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

Number of jobs available

1

Contents

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Location About the job Benefits Things you need to know Apply and further information

Location

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UKHSA Manchester Laboratory, Manchester Royal Infirmary, M13 9WZ

About the job

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Job summary

We are now looking for a Laboratory Administrative Officer to join our team. The post holder will be expected to participate in the Saturday morning Rota and expected to participate in Sunday, Bank Holiday rosters, and "out of hours" service.


The post holder will undertake specialised clerical duties in the Data-Entry Reporting offices and in a Laboratory environment. Confidentiality, accuracy, and attention to detail are essential and performed to a high level.

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Working for your organisation

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.


Please visit our careers site for more information https://gov.uk/ukhsa/careers

Job description

To follow agreed protocols and policies seeking advice where appropriate from more senior staff To contribute to the care, maintenance and security of laboratory premises and equipment To demonstrate a positive attitude to the work of the laboratory and other members of the laboratory team To maintain confidentiality in line with the Data Protection Act and following Caldecott guidelines Job holder is expected to participate in the Saturday morning Rota and expected to participate in Sunday, Bank Holiday rosters, and "out of hours" service. Entry of data to agreed protocol in accordance to MMMP, UKHSA and MFT needs and audit of data entered in to the laboratory database. Wear required personal protective equipment (PPE) when undertaking clerical duties within a laboratory environment Audit of own work and other by means of a daily checking sheet ensuring all elements of the data is correct. Data entry of chain of custody/evidence forms and signing the accompanying paperwork in accordance with legal requirements. Filing and retrieval of request forms by manual or electronic method as required to support the laboratory and medical staff. Reprinting copies of request forms from the ICE and Dart System when requested by the Laboratory. To be familiar with the use of Microsoft Office for clerical duties, including the use of spreadsheet for consumables. To respond to requests for information in a polite, helpful, and concise manner Operate an early/late office cover. Telephoning of positive and negative results with regards to seasonal pressures, outbreak work and routine work. Receiving of telephone calls for general enquiries to Laboratory and making the decision where to direct the call to. Giving out of authorized results daily on behalf of Virology, Bacteriology, Meningococcal Reference Unit and VEU to representative of local, regional, and National organization. Directing General Public to where they can access their own results. Ensure all telephone calls are logged; Log sheets and extra tests requested are bar coded and scanned on the Dart system as an audit trail. Taking and processing extra tests wanted by customer whom they have missed, ensuring Data protection is adhered to, and the correct internal department receives the message and sample is processed. Safe operation of telephone system in accordance with Data Protection and Caldecott guidelines Safe operation of fax machine, shredder, franking machine, and other office equipment Be aware and understand the MMMP fax policy and MMMP telephone policy. Sort external and internal hard copy reports, sending out the hard copy reports in accordance to Data Protection guidelines and postal regulations. Able to access archive databases and print archived reports. Accompany the onsite disposal company collecting paper waste and ensure the correct protocol is adhered to and watch the shredding process in the mobile lorry to ensure all confidential waste is processed. Assist new staff members while they are training with all aspects of the job. Production of consumables (Dried Blood Spot testing kits, CF kits and Faecal postal kits) ln regards to the demands of the customer base in relation to services run by UKHSA, MMMP and MFT. Ensure protocol and quality of product is adhered to. Understand with consumable items are relevant to each kit. Respond to the need of customers in a timely manner with regard to turn round of product. General focus point for MLA's, Hospital Staff and General Public enquiries for consumable items needed for the Wards, via attending the reception area when necessary. Check and dispatch water samples twice weekly on behalf of MFT and ensuring audit trail is Maintained

Additional Duties

Liaise with UKHSA procurement department for services required by the Laboratory Liaise with Departmental/Deputy Managers and colleagues to ensure the laboratory has a constant supply of materials or equipment ensuring appropriate running of the laboratory. Working in an administrative capacity, ensuring tasks such as scheduling, material purchases by use of the UKHSA procurement system and verifying current inventory. Obtaining quotations on behalf of the laboratory from authorized suppliers of UKHSA. Liaising with suppliers with regards to outstanding orders and re-scheduling missed deliveries. Cover for colleagues in procurement at the Laboratory when absent due to annual leave and sickness to enable the laboratory to function with regards to supplies To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training.

Please note this is not an exhaustive list.

Person specification

Essential Criteria

Educated to GCSE Level (A-C) including English
RSA 2 Typing, or equivalent qualification Good Communication skills Excellent Telephone manner Able to follow written protocols. Ability to take part in weekend and bank holiday rota Previous data entry experience Evidence of ongoing training & development An understanding of and commitment to equality of opportunity and good working relationships Undergo immunisation review in line with local risk assessment

Benefits

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Alongside your salary of 25,651, UK Health Security Agency contributes 7,431 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

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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 essential criteria, and this will be in the form of:

an application form ('Employer/ Activity history' section on the application) a 500 word supporting statement

This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria.


Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV.


The Application form and supporting statement will be marked together.


Longlisting: 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

Only those meeting all essential criteria will be taken through to shortlisting.



Shortlisting: In the event of a large number of applications we will shortlist on:

Educated to GCSE Level (A-C) including English
RSA 2 Typing, or equivalent qualification

If you are successful at this stage, you will progress to interview and assessment.


Please do not exceed 500 words. We will not consider any words over and above this number.


Feedback will not be provided at this stage.

Stage 2: Interview


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


Knowledge, experience, skills and abilities will be tested at interview.


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 lab based at UKHSA Manchester Laboratory, Manchester Royal Infirmary, M13 9WZ. Please note that hybrid working is not available with this role.

Eligibility Criteria

Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.


Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter Terrorism Check clearance.


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.


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.

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: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

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.

Artificial Intelligence (AI)

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 for more information on appropriate and inappropriate use.


Link below:


Artificial intelligence and recruitment , Civil Service Careers

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 https://gov.uk/ukhsa/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 .



See our vetting charter .
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) 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

Working for the Civil Service

The Civil Service Code 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 .
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 the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .

Apply and further information

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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

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Job contact :

Name : Jon Payne Email : jonathan.payne@ukhsa.gov.uk
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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 UKHSA Public Accountability Unit via email: 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: https://civilservicecommission.independent.gov.uk


http://www.healthjobsuk.com/vacancy/7614342