Laboratory Administrative Officer

Job description

Job responsibilities

• 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 MLAs, 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.

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

Selection Process

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.

Person Specification

Application form and supporting statement

Essential

• Application form and supporting statement

Essential Criteria

Essential

• Questions on experience, knowledge and skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

UK Health Security Agency

Address

UKHSA Manchester Laboratory, Manchester Royal Infirmary

Manchester

M13 9WZ

Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)