Senior Support Administrator

Job summary

We are seeking 3 x full time permanent and 2 x part-time (18.75 hours per week) permanent Senior Support Administrators to join the Laboratory Data Services Team at our Colindale Scientific Campus.

The Senior Support Administrators will be required to:

• Provide administrative support to Reference Microbiology Services (RMS)
• Contribute to quality assurance of data entry
• Deputise for the Data Entry Supervisor in their absence
• Carry out Data Entry tasks on MOLIS as required
• Provide a Financial and Resource Management (FARM) service for Reference Microbiology (RM) as cover for staff absences as required
• Provide support for RM meetings e.g. note taking as cover for staff absences as required

Job description

Administrative Duties

• Contribute to a telephone answering/triage service to ensure that all telephone calls to RM are dealt with efficiently and/or transferred to the appropriate member of RM staff using judgement and discretion, where necessary, and to refer complex matters to relevant senior members of Unit staff
• Ensure administrative support is provided to RM staff including assisting dealing with queries via telephone/email as necessary
• Be the point of contact for staff reporting in sick at the beginning of the day and ensuring that appropriate staff in RM are informed in a timely manner
• Responsible for briefing managers on staff absences, e.g., sickness, which will involve close liaison with Supervisors as appropriate
• Support the Operations Administrator and RM Operations Safety Manager after they have carried out quarterly Health and Safety inspections of the non-laboratory areas within RM; scan paperwork and file appropriately on relevant network drive as required
• Take part in the DART rota as required to support postal distribution of results
• Contribute to a “buddy” system with the EO (Band 5) Administrative Unit Leads to ensure familiarity with the key roles of the Team Administrative Lead roles and be confident in being able to cover tasks during periods of annual/sick leave

Data Entry Support

• Provide data entry support for Unit specific work using MOLIS (LIMS database)
• Ensure quality of work and undertake weekly/daily MOLIS housekeeping, as required and during times of surge due to increase in numbers of specimens
• Responsible for quality control of data input by Laboratory Support Administrators, checking work and ensuring all outputs are accurate prior to dispatch to users
• Retrieve information from MOLIS in order to liaise with hospitals and private labs to respond to or resolve any queries

General Duties

• Provide flexible administrative cover within RM
• Assist senior Unit staff in ensuring accreditation is maintained for all Units and contribute to achieving single accreditation for RM

Other

• Ensure that the laboratory equipment in the Units are reported to the RM Operations and Maintenance Team if not in good working condition or require a service engineer visit

It should be noted that the work of the RM division is of a confidential nature and must not be communicated to other persons except where required for authorised purposes.

The above is only an outline of the tasks, responsibilities and outcomes required of these roles.

They will carry out any other duties as may reasonably be required. The job descriptions and person specifications may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.

Person specification

Essential Criteria

• 3 GCSE’s or equivalent qualifications, one of which must be English language and/or relevant office experience
• Knowledge of Excel and Outlook (Microsoft Office) to intermediate level
• Good organisational skills with accuracy and eye for detail

Desirable Criteria

• Good interpersonal skills and team player
• High level of self-motivation
• Flexible and adaptable
• Willing to learn and acquire new skills through training as necessary

Benefits

Alongside your salary of £29,613, UK Health Security Agency contributes £8,578 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• 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 employer contribution of 28.97%

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: Reasonable Adjustments , Civil Service Careers

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details

Application & Sift (Competency-based)

At sift stage you will be assessed against the 3 Essential Criteria listed in this job advert.

You will be required to complete:

• an Application Form (‘Employer/Activity history’ section on the application)
• a 750 word Supporting Statement - do not exceed 750 words as we will not consider any words over this amount

This should outline how your skills, experience, and knowledge provide evidence of your suitability for the role. You will receive a joint score for your application form and supporting 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 or email us your CV. Please complete the application form in as much detail as possible.

Longlisting

In the event of a large number of applications, we may longlist into 3 piles of:

1. Meets all Essential Criteria
2. Meets some Essential Criteria
3. Meets no Essential Criteria

Only 'Meets all Essential Criteria' will progress to Shortlisting.

Short