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. Main duties of the job 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. 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 About us 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 https://gov.uk/ukhsa/careers Date posted 30 January 2025 Pay scheme Other Salary £23,489 to £25,394 a year per annum, pro rata Contract Permanent Working pattern Full-time, Part-time, Job share, Flexible working Reference number 919-HM-300540-EXT Job locations York Biotech Campus Sand Hutton York YO41 1LZ Job description Job responsibilities Your key responsibilities will include 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. 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. 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. General Be adaptable to change and to work flexibly, maintaining appropriate levels of training as necessary. Maintain effective communication with line managers and to ensure that where problems occur, they are highlighted with the Laboratory Manager and are documented using appropriate laboratory policy. Demonstrate a positive attitude to the laboratory and other members of the team. To perform any other duties, commensurate with grade, as requested by the Line Manager. Organise and review Transport collections for our customers. Customer Relationships Respond to requests and communicate accurately, information and results to other laboratory staff, as required. Refer queries to other, more senior staff, as appropriate. Financial Management To assist the laboratory administrator in the invoicing of all laboratory customers and settlement of any associated queries. Quality Systems Management Participate in activities necessary for the maintenance and development of the Quality System in accordance with UKAS requirements. Support the laboratorys accreditation to ISO 17025 and ensure compliance with UKAS and other accreditation and certification standards. Asset Management Assist in the maintenance of equipment in the administration area in order to ensure efficient and safe operation. Assist in the maintenance of stocks of stationery, ensuring that stocks are received, stored and used appropriately. Strategy, Policy and Service Development To support the implementation of new methods and technologies into the laboratory, in order to maximize quality and efficiency of testing Support appropriate income generation activities for the laboratory, in accordance with the National FW&E objectives, in conjunction with the Laboratory Management Team. IT Infrastructure To be competent in the use of the laboratorys IT systems and for the basic inputting of data into the system. Security / Health & Safety To ensure confidentiality and conformity to the requirements of the Data Protection Act, Caldicott principles and the Laboratory Information Systems and Technology Security policy. To ensure that health and safety are afforded priority and to demonstrate commitment to health, safety and welfare of self, staff and visitors. To 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. To agree to implement safety objectives. To ensure that a Laboratory/Office Safety Code of Conduct is implemented. To ensure that risk assessments are implemented and maintained. To report risks that cannot be controlled to the Laboratory Manager To notify accidents, near misses, dangerous situations and shortcomings in health and safety via the appropriate management structure. 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. Essential Criteria: As part of this campaign you will be assessed against the below 10 criteria, however, for full list of essential criterias please see job description attached. 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 Selection process details This vacancy is using Success Profiles and will assess your Behaviours, Experience and Strengths. Stage 1 - Application & Sift: You will be required to complete an application form. You will be assessed on the 10 essential criteria listed, and this will be in the form of a: Application form(Employer/ Activity history section on the application 750 word Statement of Suitability This should outline how you consider your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria. The CV/Application form and Statement of Suitability will be marked separately, and you must pass both to progress to interview. Longlisting : In the event of a large number of applications we will longlist into 3 piles of: Meets all essential criteria Meets some essential criteria Meets no essential criteria Piles Meets all essential criteria and Meets some essential criteria will be moved through to the shortlisting stage. Shortlisting: In the event of a large number of applications we will shortlist on: Word process and data input both precisely and quickly in a variety of formats Please do not exceed 750 words. We will not consider any words over and above this number. If you are successful at this stage, you will progress to an interview. Unfortunately, late applications will not be considered. Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV. Feedback will not be provided at this stage. Stage 2: Interview (success profiles) You will be invited to a (single) face to face interview. Remote interview may be offered in exceptional circumstances. Behaviours, Experience and Strengths will be tested at interview. There will be a data entry test at interview. The Behaviour's tested during the interview stage will be: Communicating and Influencing (lead) Making Effective Decisions Managing a quality service Delivering at Pace 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/lab based at our Scientific Campus in York: York Biotech CampusSand HuttonYorkYO41 1LZIf 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 Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants). Security Clearance Level Requirement Successful candidates must pass a disclosure and barring security check. Job description Job responsibilities Your key responsibilities will include 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. 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. 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. General Be adaptable to change and to work flexibly, maintaining appropriate levels of training as necessary. Maintain effective communication with line managers and to ensure that where problems occur, they are highlighted with the Laboratory Manager and are documented using appropriate laboratory policy. Demonstrate a positive attitude to the laboratory and other members of the team. To perform any other duties, commensurate with grade, as requested by the Line Manager. Organise and review Transport collections for our customers. Customer Relationships Respond to requests and communicate accurately, information and results to other laboratory staff, as required. Refer queries to other, more senior staff, as appropriate. Financial Management To assist the laboratory administrator in the invoicing of all laboratory customers and settlement of any associated queries. Quality Systems Management Participate in activities necessary for the maintenance and development of the Quality System in accordance with UKAS requirements. Support the laboratorys accreditation to ISO 17025 and ensure compliance with UKAS and other accreditation and certification standards. Asset Management Assist in the maintenance of equipment in the administration area in order to ensure efficient and safe operation. Assist in the maintenance of stocks of stationery, ensuring that stocks are received, stored and used appropriately. Strategy, Policy and Service Development To support the implementation of new methods and technologies into the laboratory, in order to maximize quality and efficiency of testing Support appropriate income generation activities for the laboratory, in accordance with the National FW&E objectives, in conjunction with the Laboratory Management Team. IT Infrastructure To be competent in the use of the laboratorys IT systems and for the basic inputting of data into the system. Security / Health & Safety To ensure confidentiality and conformity to the requirements of the Data Protection Act, Caldicott principles and the Laboratory Information Systems and Technology Security policy. To ensure that health and safety are afforded priority and to demonstrate commitment to health, safety and welfare of self, staff and visitors. To 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. To agree to implement safety objectives. To ensure that a Laboratory/Office Safety Code of Conduct is implemented. To ensure that risk assessments are implemented and maintained. To report risks that cannot be controlled to the Laboratory Manager To notify accidents, near misses, dangerous situations and shortcomings in health and safety via the appropriate management structure. 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. Essential Criteria: As part of this campaign you will be assessed against the below 10 criteria, however, for full list of essential criterias please see job description attached. 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 Selection process details This vacancy is using Success Profiles and will assess your Behaviours, Experience and Strengths. Stage 1 - Application & Sift: You will be required to complete an application form. You will be assessed on the 10 essential criteria listed, and this will be in the form of a: Application form(Employer/ Activity history section on the application 750 word Statement of Suitability This should outline how you consider your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria. The CV/Application form and Statement of Suitability will be marked separately, and you must pass both to progress to interview. Longlisting : In the event of a large number of applications we will longlist into 3 piles of: Meets all essential criteria Meets some essential criteria Meets no essential criteria Piles Meets all essential criteria and Meets some essential criteria will be moved through to the shortlisting stage. Shortlisting: In the event of a large number of applications we will shortlist on: Word process and data input both precisely and quickly in a variety of formats Please do not exceed 750 words. We will not consider any words over and above this number. If you are successful at this stage, you will progress to an interview. Unfortunately, late applications will not be considered. Please note you will not be able to upload your CV. You must complete the application form in as much detail as possible. Please do not email us your CV. Feedback will not be provided at this stage. Stage 2: Interview (success profiles) You will be invited to a (single) face to face interview. Remote interview may be offered in exceptional circumstances. Behaviours, Experience and Strengths will be tested at interview. There will be a data entry test at interview. The Behaviour's tested during the interview stage will be: Communicating and Influencing (lead) Making Effective Decisions Managing a quality service Delivering at Pace 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/lab based at our Scientific Campus in York: York Biotech CampusSand HuttonYorkYO41 1LZIf 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 Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants). Security Clearance Level Requirement Successful candidates must pass a disclosure and barring security check. Person Specification Application form Essential Application form Statement of Suitability Essential Statement of Suitability Behaviours Essential Making Effective Decisions Communicating and Influencing Managing an quality service Delivering at pace Person Specification Application form Essential Application form Statement of Suitability Essential Statement of Suitability Behaviours Essential Making Effective Decisions Communicating and Influencing Managing an quality service Delivering at pace Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name UK Health Security Agency Address York Biotech Campus Sand Hutton York YO41 1LZ Employer's website https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)