The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health. UKHSA’s remit, as an agency with a global-to-local reach, is to protect the health of the nation from infectious diseases and other external threats to health. As the nation’s expert national health security agency UKHSA will: Prevent: anticipate threats to health and help build the nation’s readiness, defences and health security Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities. Job overview We are now looking for a Laboratory Administrative Officer to join our team. The post holder will be expected to participate in the Saturday morning Rota and expected to participate in Sunday, Bank Holiday rosters, and “out of hours” service. Advert The post holder will undertake specialised clerical duties in the Data-Entry Reporting offices and in a Laboratory environment. Confidentiality, accuracy, and attention to detail are essential and performed to a high level. Working for our organisation 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 Detailed job description and main responsibilities To follow agreed protocols and policies seeking advice where appropriate from more senior staff To contribute to the care, maintenance and security of laboratory premises and equipment To demonstrate a positive attitude to the work of the laboratory and other members of the laboratory team To maintain confidentiality in line with the Data Protection Act and following Caldecott guidelines Job holder is expected to participate in the Saturday morning Rota and expected to participate in Sunday, Bank Holiday rosters, and “out of hours” service. Entry of data to agreed protocol in accordance to MMMP, UKHSA and MFT needs and audit of data entered in to the laboratory database. Wear required personal protective equipment (PPE) when undertaking clerical duties within a laboratory environment Audit of own work and other by means of a daily checking sheet ensuring all elements of the data is correct. Data entry of chain of custody/evidence forms and signing the accompanying paperwork in accordance with legal requirements. Filing and retrieval of request forms by manual or electronic method as required to support the laboratory and medical staff. Reprinting copies of request forms from the ICE and Dart System when requested by the Laboratory. To be familiar with the use of Microsoft Office for clerical duties, including the use of spreadsheet for consumables. To respond to requests for information in a polite, helpful, and concise manner Operate an early/late office cover. Telephoning of positive and negative results with regards to seasonal pressures, outbreak work and routine work. Receiving of telephone calls for general enquiries to Laboratory and making the decision where to direct the call to. Giving out of authorized results daily on behalf of Virology, Bacteriology, Meningococcal Reference Unit and VEU to representative of local, regional, and National organization. Directing General Public to where they can access their own results. Ensure all telephone calls are logged; Log sheets and extra tests requested are bar coded and scanned on the Dart system as an audit trail. Taking and processing extra tests wanted by customer whom they have missed, ensuring Data protection is adhered to, and the correct internal department receives the message and sample is processed. Safe operation of telephone system in accordance with Data Protection and Caldecott guidelines Safe operation of fax machine, shredder, franking machine, and other office equipment Be aware and understand the MMMP fax policy and MMMP telephone policy. Sort external and internal hard copy reports, sending out the hard copy reports in accordance to Data Protection guidelines and postal regulations. Able to access archive databases and print archived reports. Accompany the onsite disposal company collecting paper waste and ensure the correct protocol is adhered to and watch the shredding process in the mobile lorry to ensure all confidential waste is processed. Assist new staff members while they are training with all aspects of the job. Production of consumables (Dried Blood Spot testing kits, CF kits and Faecal postal kits) ln regards to the demands of the customer base in relation to services run by UKHSA, MMMP and MFT. Ensure protocol and quality of product is adhered to. Understand with consumable items are relevant to each kit. Respond to the need of customers in a timely manner with regard to turn round of product. General focus point for MLA’s, Hospital Staff and General Public enquiries for consumable items needed for the Wards, via attending the reception area when necessary. Check and dispatch water samples twice weekly on behalf of MFT and ensuring audit trail is Maintained Additional Duties Liaise with UKHSA procurement department for services required by the Laboratory Liaise with Departmental/Deputy Managers and colleagues to ensure the laboratory has a constant supply of materials or equipment ensuring appropriate running of the laboratory. Working in an administrative capacity, ensuring tasks such as scheduling, material purchases by use of the UKHSA procurement system and verifying current inventory. Obtaining quotations on behalf of the laboratory from authorized suppliers of UKHSA. Liaising with suppliers with regards to outstanding orders and re-scheduling missed deliveries. Cover for colleagues in procurement at the Laboratory when absent due to annual leave and sickness to enable the laboratory to function with regards to supplies To participate in all mandatory training as required, i.e. fire safety, information governance and all other mandatory training. Please note this is not an exhaustive list. Essential Criteria Educated to GCSE Level (AC) including English RSA 2 Typing, or equivalent qualification Good Communication skills Excellent Telephone manner Able to follow written protocols. Ability to take part in weekend and bank holiday rota Previous data entry experience Evidence of ongoing training & development An understanding of and commitment to equality of opportunity and good working relationships Undergo immunisation review in line with local risk assessment Selection Process This vacancy will be assessed using a competency-based framework which will assess your qualifications, knowledge and experience and / or skills and abilities outlined in the essential criteria. Stage 1: Application & Sift You will be required to complete an application form. You will be assessed on the listed essential criteria, and this will be in the form of: an application form (‘Employer/ Activity history’ section on the application) a 500 word supporting statement This should outline how your skills, experience, and knowledge, provide evidence of your suitability for the role, with reference to the essential criteria. 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. The Application form and supporting statement will be marked together. 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 Only those meeting all essential criteria will be taken through to shortlisting. Shortlisting: In the event of a large number of applications we will shortlist on: Educated to GCSE Level (AC) including English RSA 2 Typing, or equivalent qualification If you are successful at this stage, you will progress to interview and assessment. Please do not exceed 500 words. We will not consider any words over and above this number. Feedback will not be provided at this stage. Stage 2: Interview You will be invited to a face to face interview. If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview. Knowledge, experience, skills and abilities will be tested at interview. 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 lab based at UKHSA Manchester Laboratory, Manchester Royal Infirmary, M13 9WZ. Please note that hybrid working is not available with this role. 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. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter Terrorism Check clearance. 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. 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. IMPORTANT - PLEASE READ Artificial Intelligence (AI) 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 for more information on appropriate and inappropriate use. Link below: Artificial intelligence and recruitment | Civil Service Careers This is a Non-Reserved post under the Civil Service Nationality Rules. To be eligible for employment in the UK Civil Service applicants must meet the Civil Service Nationality Rules (CSNRs) which operate independently of and additionally to the Immigration Rules. Applicants must also meet necessary security and vetting requirements, along with any other relevant pre-employment checks. 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 For more information on job nationality requirements and the right to work in the UK, see the Civil Service Nationality rules (opens in a new window) and the UK Visas and Immigration rules (opens in a new window) For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest. The Civil Service pay structure and progression is different from NHS Agenda for Change (AfC), most local authority pay grades and other systems that have annual pay increments. For further details, please refer to the Information Sheet- Starting Salaries & Benefits attachment. For AfC or Medical/Dental posts, you must have the correct professional registration to be appointed. The pay will follow the AfC or Medical & Dental terms & conditions. You may be asked to provide evidence of previous service whilst we are conducting pre-employment checks to determine your starting salary. For Temporary Appointments, if you are not currently a civil servant, you will take up the post on a Fixed Term appointment. You may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan which you will need your department to agree. You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA’s Pay policy. Given the nature of the work of the UKHSA, as a Category 1 responder under the Civil Contingencies Act, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment. Late Applications will unfortunately not be considered. 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 equality of opportunity. The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles. If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via email: [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website here. Reserve List - If more than the required number of suitable candidates pass the interview criteria, you may be kept on a reserve list for 12 months subject to your agreement. You may be contacted, in merit-order, if similar roles with closely matching essential criteria become available and the department choose to appoint from a reserve list. The panel will assess if candidates meet the requirement of the role first, using a specific benchmark system. If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available. Interview expenses will not be reimbursed. UKHSA is required to check employment and/or education history covering three consecutive years. Please ensure you give details of at least two different referees, even if you were employed in one company for three years or more. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there. 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 https://www.childcarechoices.gov.uk/. Benefits of working at UKHSA include: Generous annual leave: -26 days for the first 5 years of continuous service -28 days after 5 years of continuous service -32 days after 10 years of continuous service -Plus public holidays and one privilege day for the King’s birthday Access to a generous Defined Benefit pension scheme with employer contributions. Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving. Access to a retail discounts and cashback site. We also promote flexible working patterns (part-time, job-share, condensed hours). UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing. We also offer a generous maternity/ paternity and adoption leave package. Hybrid Working UKHSA operates a hybrid working model where business needs allow. This provides us with greater flexibility about how and where we work, to get the best from our workforce. As a hybrid worker, you will usually spend a minimum of 60% of your contracted hours (averaged over a month) working at one of UKHSA's locations (approximately 3 days a week pro rata) and the rest of your time working from home. Disability Confident Scheme The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria at sift to ensure these candidates are invited to interview. If you wish to be included in this scheme please tick the box on your application form. Reasonable Adjustments The Civil Service is committed to making sure that our selection methods are fair to everyone. To help you during the recruitment process, we will take into account any reasonable adjustments that could help you. An adjustment is a change to the recruitment process or an adjustment at work. This is separate to the Disability Confident Scheme. If you need an adjustment to be made at any point during the recruitment process you should: Contact the recruitment team in confidence as soon as possible to discuss your needs. You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/ International Police Check If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and could be time accrued over that period. Internal Fraud check If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service. Security Vetting Please check the Security Clearance needed for the role and follow the link for more information: https://www.gov.uk/government/publications/united-kingdom-security-vetting-clearance-levels/national-security-vetting-clearance-levels Future location UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK. The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.