About the job

Job summary

The Administration Officer will assist the Business Unit Administration Manager in providing personnel and administrative functions, ensuring that an efficient and effective administrative service is provided to the laboratories, its staff, its customers and UKHSA East of England.

The Microbiology laboratory at Cambridge current provides services to Addenbrooke’s, Royal Papworth, and the E&N Herts Hospitals, the surrounding district, and other NHS Laboratories. It has active research and epidemiological interests. The laboratory undergoes assessment against UKAS ISO 15189 standards, and has strong teaching interests. Set on the outskirts of the university city of Cambridge, Addenbrooke’s Hospital is one of the top hospitals in the UK and a thriving NHS Foundation Trust. Addenbrooke’s is closely associated with leading educational providers including the University of Cambridge and is a major centre for biomedical research and education.

Communication and key working relationships:

Internal

• Local UKHSA staff at all levels
• Local medical microbiology staff
• UKHSA corporate service staff
• UKHSA network staff

External

• External agencies
• External service users
• Host trust staff
• External commercial suppliers
• External visitors the Business Unit

Location

This is an office/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

The job holder will be required to carry out the following responsibilities, activities and duties:

• Assist with maintenance and management of personnel records, including administration of recruitment, sickness absence, expenses/overtime claims and other personnel procedures.
• Updating MAPS database for sickness/leave etc.
• Monthly check of on-call claim forms in readiness for processing
• Handling HR / Payroll queries from managers and staff across the business liaising with corporate payroll colleagues as appropriate
• Assist with provision of secretarial service to medical, scientific and technical staff.
• Attend meetings to take notes and prepare accurate minutes.
• To perform general offices duties including typing, filing, photocopying etc.
• 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
• Maintain a high standard of work and comply with departmental quality policy
• Responsible for receiving reporting queries from customers and suppliers
• Assist the Business Unit Administration Manager \ Laboratory Manager with stock management of stationery and consumables
• 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 Financial Administration System software (MAPS- i-Procurement)
• Frequent use of email to pass messages to senior staff and other organisations

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

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

Essential

• GCSE or O-Level Maths & English or equivalent
• Educated to NVQ3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
• 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
• Clear communicator with good writing, data entry and telephone skills ensuring accuracy
• Good with words and communication
• Keyboard skills
• Ability to work individually and as part of a team
• Clear communicator with good writing, data entry and telephone skills ensuring accuracy 

Desirable 

• ECDL or equivalent
• Previous experience of working 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. This will be assessed in line with the advertised essential criteria – please do provide evidence of how you meet this. 

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

STAGE 2 – INTERVIEW 

This competition will involve an interview either by face to face or by video. 

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, as part of the interview process, you may be asked to prepare to deliver a presentation or complete a test.

Expected Timeline:

Advert close: 23:55hrs on 2nd January 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.

Interviews: TBC

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.