Administration Assistant
Full Time
Job Description
- To provide a complete administrative and secretarial support function to the laboratory, on a day to day basis performing duties such as the typing of letters, reports and papers for publication and the preparation of audio-visual aides, using the appropriate computer package. Organize local meetings involving room booking and informing attendees of meeting arrangements.
- Liaise with customers and colleagues both by telephone and e-mail systems where appropriate regarding the provision of information from laboratory systems, including supporting the Laboratory Manager in the provision of contract and financial information.
- To take, and where appropriate, deal with, enquiries to the laboratory regarding our activities.
- Assist in general administrative duties including post, photocopying and maintaining filing systems, including both manual and electronic files.
- To participate in the supervision and training of other staff, in particularly regarding data entry activities
- To assist in the updating and writing of Standard Operating Procedures for administrative functions.
- Be adaptable to change and to work flexibly, maintaining appropriate levels of training as necessary.
- Maintain effective communication with line managers and to ensure that where problems occur, they are highlighted with the Laboratory Manager and are documented using appropriate laboratory policy.
- Demonstrate a positive attitude to the laboratory and other members of the team.
- To perform any other duties, commensurate with grade, as requested by the Line Manager.
- Organize and review Transport collections for our customers
- Respond to requests and communicate accurately, information and results to other laboratory staff, as required.
- Refer queries to other, more senior staff, as appropriate.
- To assist the laboratory administrator in the invoicing of all laboratory customers and settlement of any associated queries.
- Participate in activities necessary for the maintenance and development of the Quality System in accordance with our requirements.
- Assist in the maintenance of equipment in the administration area in order to ensure efficient and safe operation.
- Assist in the maintenance of stocks of stationery, ensuring that stocks are received, stored and used appropriately.
- To support the implementation of new methods and technologies into the laboratory, in order to maximize quality and efficiency of testing
- To be competent in the use of the laboratory’s IT systems and for the basic inputting of data into the system
- To participate in training and development activities, as required.
- To develop professional expertise by undertaking further appropriate training as required.
- To perform other duties as directed by the Laboratory Manager, Food, Water and Environmental Microbiology Service within the framework of the job summary.
Required Knowledge, Skills, and Abilities
- Good standard of general education e.g. GCSE level including English language
- Experience of working as part of a team
- IT literate with some experience of data entry
- Experience of working with integrated software packages, including Windows, MS Office, Email, and internet
- Maintain adequate levels of confidentiality
- To be able to work in an organized and flexible manner, with the ability to cross over to other office roles when necessary
- Ability to prioritize own workload effectively
- Communicate clearly both orally and in writing with a wide range of people of differing levels within the organization
- Word process and data input both precisely and quickly in a variety of formats
- Demonstrate a high level of motivation and commitment to high standards
- An understanding of and commitment to equality of opportunity and good working relationships.
- Previously worked in a busy office environment for a minimum of 2 years.
- Previous experience of working within the NHS or public health including Medical/microbiological data entry
Reference no: 95819