Administrative Officer

Job summary

As the Administrative Officer, you will be part of the UKHSA team located within the Regional Laboratory situated in the Centre for Laboratory Medicine, St James Hospital Leeds (CLM). You will be responsible for assisting with administration duties required to be delivered on site and will provide comprehensive administrative support to the Regional Laboratory team which includes the Regional Head of Operations, Clinical Scientists, Biomedical Scientists and Laboratory Support staff.

This post requires a candidate who can work calmly under pressure whilst being pro-active, dependable, and professional at all times. You will provide skilled administrative support to staff in the Leeds Regional Laboratory and will ensure confidentiality is always maintained when managing clinical phone calls, emails, letters, and patient data.

You will also provide administrative support to the Head of Operations for NE, Y&H to deliver public health microbiology services through the commissioned laboratory services in the North East and Yorkshire and Humber.

UKHSA services delivered by the Leeds Regional Laboratory are normally only provided within core office hours (Monday-Friday 8.30am - 5pm). You will not usually be required to work outside of these hours. However, there may be occasions (e.g., public health emergencies and pandemics) when UKHSA requires you to work outside these hours (e.g., evenings, weekends, bank holidays) to deliver the required response. Payment and time off for any such work required will be in accordance with the national provisions.

Location

This is an on-site role based at the Centre for Laboratory Medicine, St James Hospital, Leeds LS9 7TF.

*Please be aware that this role can only be worked from within the UK and not overseas. Relocation expenses are not available.*

Job description

As the Administrative Officer, your main responsibilities will include:

• Providing a complete administrative support function to the Head of Operations for the NE and Y&H and UKHSA Leeds Regional Laboratory
• Performing duties such as the typing of letters, reports and papers for publication and the preparation of audio-visual aides
• Organising meetings pertaining to the laboratory and commissioned services (involving room bookings), minute taking and informing attendees of meeting arrangements.
• Assisting with incident reporting and monitoring on Trackwise, manage mandatory training schedules, equipment service contracts/equipment logs, asset registers and flexi-time records.
• Organising domestic and international travel requirements for the management team
• Providing support with recruitment requirements, personnel files, and function as the DSE coordinator for the Leeds laboratory.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Please refer to the attached job description for a full list of duties and responsibilities.

Person specification

It is important through your application and Statement of Suitability of 500 words that you give evidence and examples of proven experience of each of the following criteria:

Essential

• Professional secretarial qualification or equivalent experience
• Educated to NVQ 2 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
• Previous experience of working in an administrative environment using computerised data systems
• Working knowledge of Microsoft Office including Word and Excel
• Ability to prioritise own work and work with minimal supervision
• Ability to produce work that is accurate in a timely fashion, whilst multi-tasking and working in a busy environment
• Ability to follow guidance, policies, and processes, including handling sensitive and confidential data
• Experience of arranging meetings and supporting events and taking minutes
• Ability to communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources

Desirable

• Understanding of Data Protection legislation.
• Experience handling sensitive and/or confidential data
• Experience of working in an office environment