Administration Assistant

Job description

Job responsibilities

Key Responsibilities

• Performing general offices duties including typing, filing, photocopying etc.
• Answering telephone queries from external callers and take and pass on messages for senior staff of the laboratory.
• Performing any other duties required by the Office Manager
• Processing laboratory reports for mailing to customers.
• Staff the Infection Sciences Helpdesk dealing with customer queries
• Participate in the staffing of main Pathology reception.
• Transcription of reference laboratory results.
• Equipment maintenance as appropriate
• Filing, photocopying and faxing.
• Scanning of patient request forms are kept up to date, including boxing up of forms, separation of medico legal forms and regular review and discard of data through shredding.
• Prepare, record and post specimens to appropriate reference laboratories.
• Maintain stationary supplies and stock control of DX specimen transport boxes.
• Undertake any reasonable task delegated by a senior member of staff.
• Liaise with the laboratory team, including Senior Medical Staff, in all matters that affect the work of the office, including taking a direct part in operational management changes.
• Perform other duties as necessitated by the exigencies of the department on all sites

Safety

• To observe safety regulations and attend mandatory fire, manual-handling training etc.
• To observe the immunisation policy of the laboratory.
• To report all accidents to a senior member of staff.
• To ensure that equipment is used in a safe and responsible manner.

Essential Criteria

• GCSE (or equivalent qualification) in Maths and English
• Understanding of the importance of Confidentiality
• Ability to communicate effectively with good telephone manner
• Ability to work as a team.
• An understanding of and commitment to equality of opportunity and good working relationships, both in terms of day-to-day working practices, but also in relation to management systems

Selection Process Details

This vacancy is using Success Profiles and will assess your Behaviours and Experience.

Stage 1: Application & Sift

You will be required to complete an application form. You will be assessed on the above 5 listed essential criteria, and this will be in the form of a:

• Application form (Employer/ Activity history section on the application)
• 500 word Statement of Suitability.

This should outline how 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.

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

In the event of a large number of applications we will shortlist on the following lead criteria:

• GCSE (or equivalent qualification) in Maths and English
• Ability to communicate effectively with good telephone manner

If you are successful at this stage, you will progress to interview and assessment

Please do not exceed 500 words. We will not consider any words over and above this number.

Feedback will not be provided at this stage.

Stage 2: Interview (success profiles)

You will be invited to a single face to face interview at Bristol Southmead Hospital.

If face to face interviews are planned, in exceptional circumstances, we may be able to offer a remote interview.

Behaviours and experience will be tested at interview.

The Behaviours tested during the interview stage will be

• Making Effective Decisions
• Communicating and Influencing
• Working Together
• Delivering at Pace

Interviews dates to be confirmed.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Selection Process

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.

Eligibility Criteria

External: Open to all external applicants (anyone) from outside the Civil Service (including by definition internal applicants).

Location

This role is based in Bristol . Please note hybrid working is not available for this role.

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

This role is being offered as office/lab based at our site at Bristol Southmead Hospital.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.

Face to Face interviews

In exceptional circumstances, we may be able to offer a remote interview.

Person Specification

Application form

Essential

• Application form

Statement of Suitability

Essential

• Statement of Suitability

Behaviours

Essential

• Making Effective Decisions
• Communicating and Influencing
• Working Together
• Delivering at Pace

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

UK Health Security Agency

Address

Bristol Southmead Hospital

Bristol

BS10 5NB

Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)