About the job

Job summary

The Microbiology Laboratory at Cambridge is the designated regional hub for the UK Health Security Agency (UKHSA) in the East of England. We deliver comprehensive microbiology services to Addenbrooke’s Hospital, Royal Papworth Hospital, East and North Hertfordshire NHS Trust, surrounding districts, and other NHS laboratories. Situated on the outskirts of the historic and academic city of Cambridge, Addenbrooke’s Hospital is a premier NHS Foundation Trust, consistently ranked among the top hospitals in the UK. The hospital has close ties with leading educational institutions, including the University of Cambridge, and serves as a prominent centre for biomedical research and education.

Our laboratory conducts a wide range of routine and specialised high-tech microbiological and molecular investigations. We utilise state-of-the-art automated systems such as Qiagen platforms, Microarray, BacTec, Sedimax, MGIT, Vitex, Centaur XP, Panther/Fusion, Liaison XL, Vidas analysers, and BD Kiestra.

We are seeking a dedicated Administrator Officer – Compliance and Governance to assist the laboratory management and administrative team in providing administrative support functions for regulatory compliance activity, ensuring that efficient and effective support is provided to progress compliance with the quality, H&S and training regulatory processes in UKHSA East of England.

Location

This is a lab-based role located at Addenbrooke’s Hospital, Cambridge.

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

Working Pattern – Full Time

Job description

Your main responsibilities will include:

• Attend compliance activity meetings to take notes and prepare accurate minutes and maintain action and decision logs.
• To assist with telephone queries from external callers with regards to compliance activity and take and pass on messages for senior staff of the laboratory
• Support compliance lead BMS and laboratory management staff with coordination of associated activity and meeting arrangements
• Assist with maintenance, management and updating of compliance records, including updating and formatting documents, supporting audit administration and report writing
• Attendance at laboratory all-staff meetings
• Assisting with site specific compliance queries
• Assist with production of monthly Quality/Governance exception reports for contract/service user meetings
• To perform any other duties required by the Clinical Director or Regional Head of Operations commensurate with the grade and appropriate for role remit.
• Liaison with the Laboratory Manager and H&S Manager to ensure efficient administrative support of related work
• Ensure that all tasks are carried out to the required safety standards
• Report all accidents and incidents or near misses and dangerous situations to line manager
• Liaison with the Laboratory Manager and Quality Manager to ensure efficient administrative support of related work
• Maintain a high standard of work and comply with departmental quality policy
• Assist with the receiving of reporting queries from customers and suppliers
• Word Processing, for production of letters, meeting minutes, reports, scientific papers and newsletters and other documents.
• Management of electronic files and record keeping.
• Use of UKHSA QPulse databases
• Use of UKHSA compliance and reporting systems as required
• Frequent use of email to pass messages to senior staff and other organisations
• Use electronic in/out board to determine location of senior staff as required.
• Assist Laboratory Administration Manager with compliance activity for stock management of stationery and computer consumables, laboratory stock levels.
• Assist with provision of compliance specific costs for site to Laboratory Manager and Business unit for costing purposes.
• Ensure confidentiality and conformance to Data Protection Act in collaboration with designated Caldecott Guardian, Data Protection Officer and Security of information Officer.
• Develop vocational skills by participating in appropriate training as required.

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 750 words that you give evidence and examples of proven experience of each of the following criteria:

Essential 

• GCSE/O level Maths & English or equivalent
• ECDL or equivalent
• Evidence office administration training
• Evidence of varied experience of clerical and office procedures
• Previous experience in customer relations
• Evidence of experience in managing information and records
• Experience of a range of administrative software applications
• Evidence of working with numbers
• Good with words and communication
• Ability to work individually and as part of a team
• Motivated with commitment to high standards
• Able to motivate others
• Able to relate to other staff groups
• Able to resolve issues in a calm and efficient manner
• Able to deal with changing patterns of work
• Able to work to deadlines
• Careful, attention to detail

 Desired

• Previous experience of work in the healthcare sector

Benefits

• 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 average employer contribution of 27%

Things you need to know

Selection process details

STAGE 1 - APPLICATION & SIFT: 

You will be required to complete an application form and submit a statement of suitability of up to 750 words. This will be assessed in line with the advertised essential criteria – please do provide evidence of how you meet this.

You will also be asked to provide information within the ‘Employer/ Activity history’ section of the application form. This is equivalent to the information you would provide on a CV, setting out your career history.

Your Statement of Suitability should outline your skills, experience, and achievements, providing evidence of your suitability for the role, with reference to the essential criteria (outlined in the person specification section).

If you are successful at this stage, you will progress to an interview.

STAGE 2 – INTERVIEW 

This recruitment will involve an interview either face-to-face or via Teams.

As part of the process, candidates will be invited to interview which will involve an in-depth discussion of your previous experience and professional competence in relation to the criteria set out in the Person Specification. 

Please note that as part of the interview process, you may be required to undertake a presentation or test.

Expected Timeline:

Advert close: 23:55hrs on 30th July 2024 – unfortunately, late applications will not be considered. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Please note these dates could be subject to change.  

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

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks.

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.