Job responsibilities
Customer Relationships
- Act as a point of contact for Local and Port Health Authority, NHS and commercial customers and maintain and develop good customer relationships to ensure effective running of the laboratory.
- In conjunction with the Laboratory Manager, prepare quotes for work required by commercial customers.
- Assist in coordinating courier bookings and maintaining regular communication with the laboratorys courier contractor to ensure prompt collection of samples from customers as required, respond to queries, investigations, and review of the service.
Quality Systems Management
- Work with the Laboratory Quality Manager to ensure that documentation and procedures within the laboratory satisfy the requirements of UKAS Accreditation and continuity of evidence for legal procedures.
- Support the laboratorys accreditation to ISO 17025 and ensure compliance with UKAS and other accreditation and certification standards.
- Participate, where appropriate, in regular audits of departmental procedures in support of the Quality Manager
Management
- Be responsible for organising and setting up all the interviews for laboratory management staff and participate where necessary.
- Assist in the management of other administrative staff within the laboratory, including recruitment and selection, induction, performance appraisal and personal development plans.
- Be responsible for the general supervision and the training and development of other administrative staff within the laboratory in accordance with UKHSA policies and procedures.
- Co-ordinate routine tasks with other administrative staff as required e.g. processing incoming post appropriately, photocopying, collating information etc.
- Be responsible for maintaining all laboratory staff files and ensuring training records are kept fully up to date for audit purposes.
- Be responsible for the HR function within the laboratory, to include recording sickness absence, coordinating the annual leave of all laboratory staff, return to work interviews and preparing monthly returns.
- Act as the first point of contact and ensure good links with internal support departments i.e. HR, payroll, finance and the Regional.
- Ensure cascade of information to all laboratory staff including new and updated UKHSA policies and procedures.
Strategy, Policy and Service Development
- Maintain a high standard of work and contribute to developing the service so that it remains effective and follows best practice.
- Encourage innovations that enhance the effectiveness of the laboratorys work and assist in the improvement and development of the service, in the interests of efficiency and in order to meet changing demands.
- Assist in writing administrative Standard Operating Procedures to ensure the efficient operation of the administrative functions of the laboratory.
- Assist the Laboratory Management team in preparing and updating the Laboratory Business Plan to ensure consistency with National FWEMS objectives.
IT Infrastructure
- Be competent in the use of all aspects of the laboratorys IT systems and provide data to more senior staff as appropriate.
Security / Health and Safety
- Ensure confidentiality and conformity to the requirements of the Data Protection Act, Caldicott principles and the Laboratory Information Systems and Technology Security policy.
- Ensure that health and safety are afforded priority and to demonstrate commitment to health, safety and welfare of self, staff and visitors.
- Ensure attendance of self and managed staff on safety training courses as required in the UKHSA Health and Safety Training Policy and other safety policies as appropriate.
- Agree to implement safety objectives. Ensure that a Laboratory/Office Safety Code is implemented.
- Ensure that risk assessments are implemented and maintained. Report risks that cannot be controlled to the Laboratory Manager.
- Notify accidents, near misses, dangerous situations and shortcomings in health and safety via the appropriate management structure
These lists are not exhaustive.
Essential Criteria
- Educated to A Level/NVQ standard or equivalent including English
- Experience of managing priorities within a large complex organisation
- Experience of records maintenance and filing systems (paper and electronic)
- Experience of using a variety of software packages, data entry and good keyboard skills
- Experience of ordering and invoicing
- Experience of liaising with customers and maintaining customer relationships
- Experience of managing and communicating sensitive/confidential information
- Ability to follow and communicate instructions, ideas and opinions clearly and concisely, both orally and in writing
- Excellent organisational skills and ability to manage own workload
- Able to liaise with colleagues across departments within the UKHSA and work across organisational boundaries
- Ability to work as an effective team member and be able to work collaboratively and cooperatively with other team members
- Demonstrate a high level of motivation and commitment to high standards
- An understanding of and commitment to equality of opportunity and good working relationships
Desirable criteria:
Experience of working in a public health related field Knowledge and understanding of laboratory safety requirements and procedures Experience of independently managing projects within an administrative capacity Previous experience of supervising/managing staff Knowledge and experience of financial management including previous experience of monitoring budgets Proven ability in identifying and developing efficient and effective systems within the workplace
Selection Process Details
This vacancy is using Success Profiles and will assess yourBehaviours, Strengths, Experience and Technical skills
Stage 1: Application & Sift
Success profiles
You will be requiredto complete an application form. You will be assessed on the listed 13 essentialcriteria,and this will be in the form ofa:
Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 words.
This should outline how you consider your skills,experienceandknowledge provide evidence of your suitability for the role, with reference to the essential criteria.
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 C.V please be advisedyou 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 ofa large number ofapplicationswewilllonglistinto 3 piles of:
- Meets all essential criteria
The pile Meets all essential criteria willproceed to shortlisting.
Shortlisting:
In the event ofa large number ofapplications wemay conductan initialsift, on the lead criteria of:
- Experience of managing priorities within a large complex organisation
Desirable criteria maybeusedin the event ofa large number ofapplications.
If you are successful at this stage, you will progress to interview & assessment.
Feedback will not be provided at this stage.
Stage 2:Interview
Success profiles
You will be invited to a single face to face interview based in Colindale.
If face to face interviews areplanned, in exceptional circumstances, we may be able to offer a remote interview.
Behaviours, Strengths, Experience and Technical skills will be tested at interview.
There will be a Technical Test
You will be asked to take a 20 minute online Test Assessment which will be sent via email after your interview.
The Behaviours tested during the interview stage will be:
- Working Together (Lead behaviour)
- Delivering at Pace
- Managing a Quality Service
- Communicating and Influencing
Interviews dates to be confirmed.
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 being offered as office based at our Scientific Campus in Colindale.
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-terrorist Check. If based at one of our scientific campuses, 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 role requires 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.
Eligibility Criteria
External Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).
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 todemonstrateyou are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.
