Administration Officer

Job Description

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 customersand 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 undergoesassessment 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 closelyassociated 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

LocationThis 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 TimeJob descriptionThe 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 specificationIt 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 sectorFor full job description and further details, please click Apply Now.