Laboratory Administrative Office Supervisor - #1707721

Manchester, North West England, M13 9WZ

Job Summary

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
  
  

This is an exciting opportunity to join the largest Virology departments in England. The Virology department forms part of The Manchester Medical Microbiology Partnership (MMMP), which is a collaboration between Manchester University NHS Foundation Trust (MFT) and UK Health Security Agency (UKHSA). The laboratory therefore provides both a clinical Virology service and a public health Virology service to the North-West of England and beyond.

The Post Holder Will

• Work as part of the laboratory team to undertake efficient administration and clerical service in accordance to the laboratory needs.
• Supervise and co-ordinate the activities of administration and clerical staff working in the office area of the laboratory over two sites.
• Maintain confidentiality, accuracy and attention to detail.
• Be willing and able to train staff to a high level.
  
  

Job Description

Your key responsibilities will include to:

• Follow agreed protocols and policies seeking advice where appropriate from more senior staff
• Contribute to the care, maintenance and security of laboratory premises and equipment
• Maintain confidentiality in line with the Data Protection Act and following Caldecott guidelines
• Participate in the Saturday morning rota and expected to participate in Sunday, Bank Holiday rosters, and “out of hours” service.
• Supervise office areas, as required ensuring priorities are dealt with effectively and the problems are resolved in a timely manner.
• Be responsible for accessing and handling patient samples and request forms within the confines of a laboratory environment to enable the accurate input and onward transmission of critically accurate data in accordance with laboratory standard operating procedures and consistent with all safety and quality requirements.
• Sample receipt and handling of Dried Blood Spot test cards
• Label patient samples with laboratory numbers
• Label additional tubes with laboratory numbers in preparation for sample analysis
• Wear required personal protective equipment (PPE) when undertaking clerical duties within a laboratory environment.
• Ensure all work being supervised is in accordance with the agreed protocols and policies seeking advice where appropriate.
• When needed cover for staff that they supervise in cases of annual leave and sickness.
• Train new and existing members of staff on an on-going basis.
• Be responsible for the merging of patient records in accordance with MMMP policy, making sure an audit trail is available for each merge by recording on telepath and the Dart System.
• Understand and add medical staff and locations into Telepath libraries ensuring appropriate protocol is followed and seek advice when necessary.
• Update the Sysnm table when needed at the Wythenshawe site, with regards to EPR and communicate with the local IT.
• Print and mark print runs for internal and external laboratory reports in accordance with Data Protection and postal regulations.
• Supervise the clerical staff in the preparation of reports leaving the laboratory for hospital and other clients in the UK and aboard.
• Order DX consumables, communicating with DX on undelivered items stock and daily deliveries.
• Organize with the storage provider the pickup of documents for offsite storage and ensure the items are logged on the correct spread sheets.
• Produce the weekly office Rota’s
• Supervise the staff in dispatching of consumables to customers from the laboratory.
• Receive and email customers with regards to incorrect information supplied on laboratory forms ensuring Data Protection is not comprised.
• React to the needs of the Medico legal department with regards to copy reports.
• Carry out regular audits with regards to quarterly Health and Safety.
• Audit of staff data input to identify training needs of individuals or the team.
• Assist in Interview with regards to the interview tests.
• Complete internal incident form within the office areas.
• Undertake ongoing training and development and update their Personal Development Plan as required by the Office Manager. Keeping up to date with advances in providing an efficient and effective clerical service.
• Maintain stock levels and understand ordering system for office supplies and inform the Office Manager of any items that require to be ordered.
• Produce invoices on the MAPS system on behalf of the laboratory ensuring that the information is correct and up to date.
• Pursue customers for outstanding/overdue invoice payments as requested by Accounts payable.
• Produce credit notes when required with regards to customer enquires or information from Accounts payable.
• Supervise the operation of the franking machine ensuring compliance with current postal regulation and the uploading and monitoring of funds available on the franking machine and account held by Neopost.
• Participate in holding the Outbreak telephone for Virology with regards to Flu outbreaks on a large scale.
• Assist in Q pulse updating and printing EP’s when requested.
• Respond to customers’ needs when their Telepath remote printing is broken, informing local IT of the issue and putting a plan in place for paper report, so not affect patients.
• Respond to customers enquires regarding reports, not received back ensuring duplicate report are sent and try to investigate the reason way.
• Complete Return to Work interviews and ensure the correct paperwork is given to Line Manager.
  
  

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.

Your Key Responsibilities Will Include To

• Follow agreed protocols and policies seeking advice where appropriate from more senior staff
• Contribute to the care, maintenance and security of laboratory premises and equipment
• Maintain confidentiality in line with the Data Protection Act and following Caldecott guidelines
• Participate in the Saturday morning rota and expected to participate in Sunday, Bank Holiday rosters, and “out of hours” service.
• Supervise office areas, as required ensuring priorities are dealt with effectively and the problems are resolved in a timely manner.
• Be responsible for accessing and handling patient samples and request forms within the confines of a laboratory environment to enable the accurate input and onward transmission of critically accurate data in accordance with laboratory standard operating procedures and consistent with all safety and quality requirements.
• Sample receipt and handling of Dried Blood Spot test cards
• Label patient samples with laboratory numbers
• Label additional tubes with laboratory numbers in preparation for sample analysis
• Wear required personal protective equipment (PPE) when undertaking clerical duties within a laboratory environment.
• Ensure all work being supervised is in accordance with the agreed protocols and policies seeking advice where appropriate.
• When needed cover for staff that they supervise in cases of annual leave and sickness.
• Train new and existing members of staff on an on-going basis.
• Be responsible for the merging of patient records in accordance with MMMP policy, making sure an audit trail is available for each merge by recording on telepath and the Dart System.
• Understand and add medical staff and locations into Telepath libraries ensuring appropriate protocol is followed and seek advice when necessary.
• Update the Sysnm table when needed at the Wythenshawe site, with regards to EPR and communicate with the local IT.
• Print and mark print runs for internal and external laboratory reports in accordance with Data Protection and postal regulations.
• Supervise the clerical staff in the preparation of reports leaving the laboratory for hospital and other clients in the UK and aboard.
• Order DX consumables, communicating with DX on undelivered items stock and daily deliveries.
• Organize with the storage provider the pickup of documents for offsite storage and ensure the items are logged on the correct spread sheets.
• Produce the weekly office Rota’s
• Supervise the staff in dispatching of consumables to customers from the laboratory.
• Receive and email customers with regards to incorrect information supplied on laboratory forms ensuring Data Protection is not comprised.
• React to the needs of the Medico legal department with regards to copy reports.
• Carry out regular audits with regards to quarterly Health and Safety.
• Audit of staff data input to identify training needs of individuals or the team.
• Assist in Interview with regards to the interview tests.
• Complete internal incident form within the office areas.
• Undertake ongoing training and development and update their Personal Development Plan as required by the Office Manager. Keeping up to date with advances in providing an efficient and effective clerical service.
• Maintain stock levels and understand ordering system for office supplies and inform the Office Manager of any items that require to be ordered.
• Produce invoices on the MAPS system on behalf of the laboratory ensuring that the information is correct and up to date.
• Pursue customers for outstanding/overdue invoice payments as requested by Accounts payable.
• Produce credit notes when required with regards to customer enquires or information from Accounts payable.
• Supervise the operation of the franking machine ensuring compliance with current postal regulation and the uploading and monitoring of funds available on the franking machine and account held by Neopost.
• Participate in holding the Outbreak telephone for Virology with regards to Flu outbreaks on a large scale.
• Assist in Q pulse updating and printing EP’s when requested.
• Respond to customers’ needs when their Telepath remote printing is broken, informing local IT of the issue and putting a plan in place for paper report, so not affect patients.
• Respond to customers enquires regarding reports, not received back ensuring duplicate report are sent and try to investigate the reason way.
• Complete Return to Work interviews and ensure the correct paperwork is given to Line Manager.
  
  

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.

Person specification

Essential Criteria

• Grade C or above in Maths and English or equivalent qualification or equivalent work experience in a laboratory office
• Evidence of working towards a formal qualification in supervisory management or relevant experience as a supervisor in an office environment.
• Experience of problem-solving approach to the range of diverse issues that arise on a daily basis
• Evidence of training and development
• The post holder will be extremely well organized, efficient and flexible
• A good communicator
• Ability to take part in weekend and bank holiday working
  
  

Alongside your salary of £23,875, UK Health Security Agency contributes £6,916 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 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%
  
  

Selection process details

This vacancy will be assessed using a competency-based framework which will assess your knowledge and experience, and/or skills and abilities outlined in the essential criteria.

Required

You will be required to complete an application form. You will be assessed on the 7 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 Application form and Statement of Suitability 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
  
  

Piles Meets all essential criteria will be moved through to the shortlisting stage.

Shortlisting: In the event of a large number of applications we will shortlist on:

• Experience of problem-solving approach to the range of diverse issues that arise on a daily basis
  
  

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 (competency based)

You will be invited to a (single) face to face interview. In exceptional circumstances, we may be able to offer a remote interview.

Knowledge, experience, skills & 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 being offered as office/lab based at our site in Manchester.

If based at one of our labs, 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).  

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 consider 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/

Artificial Intelligence (AI)

Your application may be rejected and/or you may be subject to disciplinary action if evidence of plagiarism is detected. Examples of plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence (AI), as your own.

Organisation info

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

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.

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 it could be time accrued over that period.

Security Clearance Level Requirement  

Successful candidates must pass a disclosure and barring security check.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Successful candidates must undergo a criminal record check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).See our vetting charter (opens in a new window).

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Medical

Successful candidates will be expected to have a medical.

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.

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.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

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 : Harry McCullagh
• Email : [email protected]
  
  

Recruitment team

• Email : [email protected]
  
  

Further information

[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: https://civilservicecommission.independent.gov.uk/