JOB SUMMARY

The UK Health Security Agency exists to protect and improve the nation’s health and wellbeing and reduce health inequalities. We do this through world-leading science, knowledge and intelligence, advocacy, partnerships and the delivery of specialist public health services. We are an executive agency of the Department of Health and Social Care, and a distinct delivery organisation with operational autonomy. We provide government, local government, the NHS, Parliament, industry and the public with evidence-based professional, scientific and delivery expertise and support.

JOB OVERVIEW

• Ordering of goods and consumables and reconciling deliveries from MAPS for Reference Services - Colindale
• Management of the shared mailbox and dealing with all enquiries and queries
• To provide a focal point for Reference Laboratories – Colindale MAPS invoicing from MOLIS including the raising of credit notes if required.
• To organise stationery orders for the department.
• To manage the equipment databases and co-ordinate service contractors for the department.

Job Description:

• Responsible for ordering office and laboratory consumables from UKHSA Stores and external suppliers, using the procurement module in MAPS.
• Monthly reconciliation of orders.
• Expenditure reports run as required or requested liaising with EQ(Band5)Administrator on budgets.
• Liaison with commercial companies and suppliers regarding invoice queries, returns and orders. Receive and chase orders for RL-C.
• To be the first point of contact for MAPS queries for all Unit staff enquiries.
• Obtain quotations from external suppliers, as requested by RL-C senior staff and in liaison with the UKHSA Procurement Team.
• Maintain up-to-date contact list of Suppliers for RL-C.
• To maintain records and files relating to Stock Control including stock rotation(stationery)

We pride ourselves as being an employer of choice, where Everyone Matters promoting equality of opportunity to actively encourage applications from everyone, including groups currently underrepresented in our workforce.
UKHSA ethos is to be an inclusive organisation for all our staff and stakeholders. To create, nurture and sustain an inclusive culture, where differences drive innovative solutions to meet the needs of our workforce and wider communities. We do this through celebrating and protecting differences by removing barriers and promoting equity and equality of opportunity for all.

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)
• 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

SECRETARIAL DUTIES

• Word-processing and typing (including audio typing) of correspondence, manuscripts, minutes and other documents (Microsoft Word, intermediate/advanced level)
• Make travel, hotel arrangements and bookings
• Produce presentations (Microsoft PowerPoint, intermediate level)
• Organise external and internal meetings: book rooms and refreshments, and take minutes
• Use of the internet to retrieve requested information (basic/intermediate level)
• Produce tables or graphs (Microsoft Excel and Microsoft Access, basic/intermediate level

ADMINISTRATIVE DUTIES

• Manage the RL-C telephones and deal appropriately with telephone enquiries.
• Route calls, take messages and ensure messages are relayed to staff within an appropriate timescale
• Assist all laboratory staff and visitors with any administrative enquiries
• Order stationery
• Clerical duties
• Data entry
• Photocopy
• Collect and distribute post
• File correspondence and reports.
• Archive data.

GENERAL DUTIES

• Assist with training of administrative or laboratory staff, where appropriate and as directed by the Business Manager.
• Provide flexible cover of secretarial and administrative work within the Department.
• Any other duties as requested by the Business Manager