Administration OfficerNHS

Job summary

The Microbiology laboratory at Cambridge current provides services to Addenbrooke's, Royal Papworth, the surrounding district, and other NHS Laboratories. It has active research and epidemiological interests. The laboratory undergoes assessment against UKAS ISO 15189 standards, and has strong teaching interests. Set on the outskirts of the university city of Cambridge, Addenbrooke's Hospital is one of the top hospitals in the UK and a thriving NHS Foundation Trust. Addenbrooke's is closely associated with leading educational providers including the University of Cambridge and is a major centre for biomedical research and education.

The department undertakes a wide range of manual and automated routine and specialist microbiological and molecular investigations, for clinical and public health service delivery.

Main duties of the job

• Attend compliance activity meetings to assist administration team where required with accurate minutes, action and decision logs.
• To assist with telephone queries from external callers with regards to compliance activity and take and pass on messages for senior staff of the laboratory
• Support laboratory management staff with coordination of associated activity and meeting arrangements
• Assist with maintenance, management and updating of compliance records, including updating and formatting documents, supporting audit administration and report writing
• Attendance at laboratory all-staff meetings
• Assisting with site specific compliance queries and reporting
• Assist Business Support officers with production of monthly Quality/Governance exception reports for contract/service user meetings
• To perform any other duties required by the Laboratory Manager, Clinical Director or Regional Head of Operations commensurate with the grade and appropriate for role remit.

Job description

Quality and Clinical Governance

• Liaison with the Laboratory Manager and Quality Manager to ensure efficient support of related compliance work
• Maintain a high standard of work and comply with departmental quality policy
• Assist with the receiving of reporting queries from customers and suppliers

Health and Safety

• Liaison with the Laboratory Manager and H&S Manager to ensure efficient support of related compliance work
• 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.

Information Technology

• Word Processing, for production of letters, meeting minutes, reports, scientific papers and newsletters and other documents.
• Management of electronic files and record keeping.
• Use of UKHSA Q Pulse databases
• Use of UKHSA compliance and reporting systems as required
• Frequent use of email to pass messages to senior staff and other organisations
• Use electronic in/out board to determine location of senior staff as required

Staff Management Training

• Staff management not required in this post
• Liaison with Training Lead to support regulatory and professional training and development compliance activity when required

Financial and Business Management

• Assists Laboratory Manager and Service Managers with compliance activity for stock management and computer consumables, laboratory stock levels.
• Assist with provision of compliance specific costs for site to Laboratory Manager and Assistant Business Manager for costing purposes

General Employment responsibilities

• Ensure confidentiality and conformance to Data Protection Act in collaboration with designated Caldecott Guardian, Data Protection Officer and Security of information Officer.
• Develop vocational skills by participating in appropriate training as required.

Other

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.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.It should be noted that the work of the division is of a confidential nature and must not be communicated to other persons except where required for authorised purposes.

Professional Development

You should pursue a programme of continuous professional development in accordance with any relevant professional registration or statutory requirements, while maintaining appropriate awareness of service provider requirements.

Essential Criteria

• GCSE in maths and English or similar such as functional skills grade C/4 or equivalent administration experience.
• Clear communicator with good writing, data entry and telephone skills ensuring accuracy
• Experience of a range of administrative software applications
• Ability to work effectively as part of a team
• Problem solving skills
• Able to work on own initiative, organising and prioritising own workload to set deadlines
• Good time keeping and a flexible approach to work

Selection Process Details This vacancy will be assessed using a competency-based framework which will assess your qualifications,knowledgeand experience and / or skills and abilities outlined in the essential criteria.

You willbe requiredto complete an application form. You will be assessed onthe listed essential criteria and this will be in the form of a :

• Application form(Employer/ Activity history section on the application)
• 750wordSupporting Statement

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

Healthjobs UK has a word limit of 750 but your supporting statement must be no more than 750 words. We will not consider any words over 750 words.

You will receive a joint score for your application form and statement.The application form is the kind of information you would put into your CV.Please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible. Please do not email us your CV.

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

If used, the pile(s) Meets all essential criteria and will proceed to shortlisting.

Shortlisting

In the event ofa large number ofapplications wemay conductan initial sift, on the lead criteria of :

• GCSE in maths and English or similar such as functional skills grade C/4 or equivalent administration experience.

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

Feedback will not be provided at this stage.

Stage 2:Interview

You will be invited to a (single ) face to face interview at UKHSA Lab in Cambridge.

If face to face interviewsareplanned, in exceptional circumstances, we may be able to offer a remote interview.

Knowledge , Experience Skills & abilities will be tested at interview.

Eligibility Criteria - External Open to all external applicants (anyone) from outside the CivilService (including internal applicants).

Location - Lab Only Cambridge This role is being offered as lab based at our site in Cambridge.

You will be required to have a Counter Terrorism Check security vetting check as a minimum. 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 rolerequires Counter Terrorism Check (CTC) clearance. In exceptional circumstances 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.

Security Clearance Level Requirement - Basic DBS + CTC Successful candidates must pass abasicdisclosure and barring securitycheck before they can be appointed.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is:

• Baseline Personnel Security Standard
• Counter Terrorist Check

Salary Information If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary.Pay increases are through the relevant annual pay award for the role and terms.

About us

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