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Location UKHSA York Biotech Campus, Sand Hutton, York YO41 1LZ
About The Job
Job summary
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.
As the Administrative Officer, you will provide efficient and effective clerical and administrative support for the York FW&E laboratory. You will also undertake administrative, financial, and human resource related tasks under the direction of the Laboratory Administrator
Short 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 in order 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 Yorkshire & the Humber, Lincolnshire, Derbyshire, Nottinghamshire, and the North East of England. The laboratory is accredited to ISO 17025 and is recognised as an Official Food Control Laboratory for the microbiological examination of food and foodstuffs within the EU.
Location
This is a Lab based role located at York Biotech Campus, Sand Hutton, York YO41 1LZ.
*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*
Working Pattern – Full Time
Job Description
Responsibilities section:
- To provide a complete administrative and secretarial support function to the laboratory, on a day to day basis 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. The post-holder will also enter goods received notes on to the system and maintain a file of all orders which will be updated daily. Place and follow up urgent orders by telephone as required.
- Support the data entry staff 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.
- To 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.
- Organise and review Transport collections for our customers
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 organization.
Person specification
Essential Criteria:
It is important through your application and Statement of Suitability of up to 1250 words that you give evidence and examples of proven experience of each of the following criteria:
Essential
- Good standard of general education e.g. GCSE level including English language
- Experience of working as part of a team
- IT literate with some experience of data entry
- Experience of working with integrated software packages, including Windows, MS Office, Email, and internet
- Maintain adequate levels of confidentiality.
- To be able to work in an organised and flexible manner, with the ability to cross over to other office roles when necessary.
- Ability to prioritize own workload effectively.
- Communicate clearly both orally and in writing with a wide range of people of differing levels within the organisation.
- Word process and data input both precisely and quickly in a variety of formats
- 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
- Basic secretarial training RSA 3 ECDL.
- Previously worked in a busy office environment for a minimum of 2 years. Previous experience of working within the NHS or public health including Medical/microbiological data entry
Benefits
Working for the UKHSA
For more information on the UKHSA please visit: UK Health Security Agency – GOV.UK (www.gov.uk)
Benefits
- 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 average employer contribution of 27%
- Range of health and wellbeing support
Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at Childcare Choices , 30 Hours Free Childcare, Tax-Free Childcare and More , Help with Costs , GOV.UK
Things you need to know
Selection process details
STAGE 1 – APPLICATION & SIFT:
You will be required to complete an application form and statement of suitability. This will be assessed in line with the advertised essential criteria – please do provide evidence of how you meet this.
If you are successful at this stage, you will progress to an interview.
STAGE 2 – INTERVIEW
This competition will involve an interview either face to face or via video.
As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification.
Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section).
You will also be asked to provide information within the ‘Employer/ Activity history’ section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history.
Please note that you may be asked to undertake a test or presentation at interview.
The Success Profiles framework will be used to assess and recruit the most suitable candidate. The following behaviours and strengths will be used at the interview:
- Communicating and Influencing
- Working Together
- Developing Self and Others
- Managing a Quality Service
- Delivering at Pace
- Adaptable
- Efficient
- Motivator
- Service Focused
- Team Player
For further information on the selection process, please refer to the attached Candidate Pack.
Expected Timeline:
Advert close: 23:55hrs on 7th of November 2023 – unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Shortlist: TBC
Interviews: TBC
Please note these dates could be subject to change.
Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a criminal record check.
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) (opens in a new window)
- 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 (opens in a new window)
Working for the Civil Service
The Civil Service Code (opens in a new window) 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 (opens in a new window) .
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.
Apply and further information
This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.
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
Job contact :
- Name : Ana Zgardan
- Email : [email protected]
Recruitment team
- Email : [email protected]
