About the job

Job summary

This exciting role is part of the UK National External Quality Assessment Service (NEQAS) Team at UKHSA.

As a Quality Administrator, you will support the UK NEQAS for Microbiology Quality Manager in maintaining the Quality Management System. This will include the preparation and formatting of controlled documents to ensure that administration and monitoring of documentation is up to date and accurate, training records, and assisting with troubleshooting where relevant.

Additionally, you will handle daily administrative tasks within the Quality Team and perform ad hoc quality analysis tasks.

Location:

This role is based at: 61 Colindale Avenue, London, NW9 5EQ.

The UK Health Security Agency (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 be expected to spend a minimum of 60% of your contractual working hours (approximately 3 days a week pro rata, (averaged over a month) working at UKHSA’s Colindale location.  Specialist or regional roles will be based at the appropriate UKHSA site. For certain roles, some additional flexibility may be possible, which will be agreed upon with the hiring manager based on individual requirements and business needs.

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

Job description

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

• Support the UK NEQAS Quality Manager to ensure that the quality system meets appropriate accreditation requirements e.g., ISO 17043:2010.
• To maintain the Q-Pulse Quality Management System by conducting administration of all controlled documents on the Q-Pulse Quality Management System E.g. SOPs, forms, work instructions and manuals as well as other modules.
• Provide relevant assistance and deliver basic training to EQA Services staff on the use of the Q-Pulse Quality Management System.
• Confidentially manage controlled documents which contain sensitive information.
• To prepare status reports from the Q-Pulse Quality Management System for workload analysis and performance measurement.
• To provide administrative support to the UK NEQAS staff where necessary.
• To organise, scan and file documentation.
• To provide support for internal and external audits.
• Organise meetings including taking meeting minutes, booking meeting rooms, liaising with attendees and arrange catering.
• Write and update Standard Operating Procedures which describe the processes involved in activities carried out by the post holder.
• Managing the documentation archive.
• Ensure the security, confidentiality and appropriateness of storage, access and retrieval of records in accordance with legislation and UKHSA policies.
• To perform any other duties required by the Line Managers commensurate with Grade.
• The above is only an outline of the tasks, responsibilities and outcomes required of the role. You will carry out any other duties as may reasonably be required by your 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

It is important through your application and Statement of Suitability of 500 words that you give evidence and examples of proven experience of each of the essential criteria (for full details of all essential criteria please refer to the attached job description):

Essential

• Previous experience of working in an administrative environment using computerised data systems
• Knowledge of administrative procedures
• Working knowledge of Microsoft Office including Word and Excel
• Clear communicator with good writing, data entry and telephone skills ensuring accuracy
• Ability to work effectively as part of a team
• Problem solving skills
• Able to work under pressure in a calm and organised manner
• Attention to detail when undertaking tasks
• Ability to work on own initiative working to tight and often changing timescales
• Problem solving skills and ability to respond to sudden unexpected demands
• Excellent time management skills with the ability to re- prioritise
• Knowledge of working with Quality Management Systems

Desirable

• Knowledge of working with Quality Management Systems.

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 500 words Statement of Suitability. 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). 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.

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

STAGE 2 – INTERVIEW 

This stage will involve an In-person interview.

As part of the process, candidates will be invited to an interview that will involve an in-depth discussion of their previous experience and professional competence.

Expected Timeline:

Advert close: 23:55hrs on 28th 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.

Shortlist: TBC

Interviews: w/c 12th August 2024

Please note these dates could be subject to change.  

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

Security

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.