Administrative Officer inSand Hutton inSand Hutton PUBLISHED 18 JUN 2024

Location


York Biotech Campus, Block 10 Sand Hutton York YO41 1LZ


About The Job



Job summary


The Food, Water and Environmental (FW&E) Microbiology Laboratories are specialist microbiology laboratories within the UKHSA. Based in 3 sites across the country, the laboratories are geographically well placed to work with local authorities to protect the public from health threats posed by contaminated food, water and the environment. The York FW&E Laboratory provides a microbiology testing and advisory service to Local Authorities, Port Health Authorities, hospitals and commercial clients across the North of England. The laboratory is accredited to ISO 17025 and is recognised as an Official Laboratory for the microbiological examination of food and foodstuffs.

The post holder will provide efficient and effective clerical and administrative support to the laboratory. They will undertake administrative, financial, and human resource related tasks under the direction of the Laboratory Administrator & Business Support manager.


Communication and key working relationships


The post holder will develop working relationships and communicate regularly with a wide range of individuals, clinical and non-clinical, internal, and external to UKHSA.

This will include:

Internal

• Laboratory Management Team
• Laboratory Administrative Team
• Laboratory staff across the FW&E Microbiology Service
• other laboratory staff throughout UKHSA
  
  
  

External

• Local and Port Health Authorities
• Commercial Customers
• Professional Contacts, including UKAS
• Hospitals
• Members of the Public
• Couriers and other sub-contractors
  
  
  

Job Description



Service Delivery


The post holder will:

• provide a complete administrative and secretarial support function to the laboratory, performing duties such as the typing of letters, reports and papers for publication and the preparation of audio-visual aides, using the appropriate computer package
• organise local meetings involving room booking and informing attendees of meeting arrangements.
• receive orders from the laboratory and process on Money and People Services (MaPS) which is the UKHSA finance, purchasing, HR and payroll system, this will often involve phoning suppliers and obtaining up to date prices and product details
• enter goods received notes on to the system and maintain a file of all orders which will be updated daily. They will place and follow up urgent orders by telephone as required.
• perform data entry by entering and interpreting information on the laboratory computer systems including the use of the Laboratory Information Management System (LIMS) for FW&E samples
• liaise with customers and colleagues both by telephone and e-mail systems where appropriate regarding the provision of information from laboratory systems, including supporting the Laboratory Manager in the provision of contract and financial information.
• take, and where appropriate, deal with, enquiries to the laboratory regarding our activities.
• assist in general administrative duties including post, photocopying and maintaining filing systems, including both manual and electronic files and - once trained, participate in the supervision and training of other staff, in particularly regarding data entry activities
• assist in the updating and writing of Standard Operating Procedures for administrative functions.
  
  
  

Customer Relationships


The post holder will respond to requests and communicate accurately, information and results to other laboratory staff, as required. They will be required to refer queries to other, more senior staff, as appropriate.


Quality Systems Management


The post holder will Support the laboratory’s accreditation to ISO 17025 and ensure compliance with UKAS and other accreditation and certification standards. This will involve participation in activities necessary for the maintenance and development of the Quality System in accordance with UKAS requirements, including assisting the Quality Manager in ensuring good working practices and maintaining high standards of work.


Asset Management


The post holder will assist in the maintenance of equipment in the administration area in order to ensure efficient and safe operation. They will also be responsible for the maintenance of stocks of stationery, ensuring that stocks are received, stored and used appropriately.


Financial Managemen
t

The post holder will assist the laboratory administrator in the invoicing of all laboratory customers and settlement of any associated queries.


Strategy, Policy and Service Development


The post holder will support appropriate income generation activities for the laboratory, in accordance with the National FW&E objectives, in conjunction with the Laboratory Management Team. They will support the implementation of new methods and technologies into the laboratory, to maximize quality and efficiency of testing.


IT Infrastructure


The post holder will become competent in the use of the laboratory’s IT systems and for the basic inputting of data into the system


Security / Health & Safety


The post holder must ensure confidentiality and conformity to the requirements of the Data Protection Act, Caldicott principles and the Laboratory Information Systems and Technology Security policy. They must also ensure that health and safety are afforded priority and to demonstrate commitment to health, safety and welfare of self, staff and visitors, as well as ensuring 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. They must agree to implement safety objectives, adhere to

Departmental H&S Code of practice and risk assessments. They will report risks that cannot be controlled to the Laboratory Manager and notify accidents, near misses, dangerous situations and shortcomings in health and safety via the appropriate management structure


Other Duties


The above is only an outline