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UK Health Security Agency

About

The UK Health Security Agency (UKHSA) will be responsible for planning, preventing and responding to external health threats, and providing intellectual, scientific and operational leadership at national and local level, as well as on the global stage. UKHSA will ensure the nation can respond quickly and at greater scale to deal with pandemics and future threats.

Contact

Address: 10 South Colonnade; London; E14 4PU

Find out more

Jobs Website

Open

Ref: 919-CG-301158-EXT Vacancy ID: 7782238

Laboratory Administrator

Accepting applications until: 17-Mar-2026 23:59

Vacancy status: Open

Accepting applications until: 17-Mar-2026 23:59

Location

Gwefan: Scientific Campus
Tref: Colindale
Cod post: NW9 5EQ
Major / Minor Region: London

Contract type & working pattern

Contract

Permanent

Oriau

Full time
Part time
Job share
Flexible working

37.5 hours per week

Salary

Cyflog: £32,624 - £37,737 per annum, pro rata
Cyfnod cyflog: Yearly
Gradd: (Civil Service: Executive Officer (EO))

Specialty

Prif leoliad: Laboratory Administrator

The United Kingdom Health Security Agency (UKHSA) is a system leader for health security; taking action internationally to strengthen global health security, providing trusted advice to government and the public and reducing inequalities in the way different communities experience and are impacted by infectious disease, environmental hazards, and other threats to health.

UKHSA’s remit, as an agency with a global-to-local reach, is to protect the health of the nation from infectious diseases and other external threats to health. As the nation’s expert national health security agency UKHSA will:

Prevent: anticipate threats to health and help build the nation’s readiness, defences and health security
Detect: use cutting edge environmental and biological surveillance to proactively detect and monitor infectious diseases and threats to health
Analyse: use world-class science and data analytics to assess and continually monitor threats to health, identifying how best to control and mitigate the risks
Respond: take rapid, collaborative and effective actions nationally and locally to mitigate threats to health when they materialise
Lead: lead strong and sustainable global, national, regional and local partnerships designed to save lives, protect the nation from public health threats and reduce inequalities.

Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

Customer Relationships

Act as a point of contact for Local and Port Health Authority, NHS and commercial customers and maintain and develop good customer relationships to ensure effective running of the laboratory.
In conjunction with the Laboratory Manager, prepare quotes for work required by commercial customers.
Assist in coordinating courier bookings and maintaining regular communication with the laboratory’s courier contractor to ensure prompt collection of samples from customers as required, respond to queries, investigations, and review of the service.

Quality Systems Management

Work with the Laboratory Quality Manager to ensure that documentation and procedures within the laboratory satisfy the requirements of UKAS Accreditation and continuity of evidence for legal procedures.
Support the laboratory’s accreditation to ISO 17025 and ensure compliance with UKAS and other accreditation and certification standards.
Participate, where appropriate, in regular audits of departmental procedures in support of the Quality Manager

Management

Be responsible for organising and setting up all the interviews for laboratory management staff and participate where necessary.
Assist in the management of other administrative staff within the laboratory, including recruitment and selection, induction, performance appraisal and personal development plans.
Be responsible for the general supervision and the training and development of other administrative staff within the laboratory in accordance with UKHSA policies and procedures.
Co-ordinate routine tasks with other administrative staff as required e.g. processing incoming post appropriately, photocopying, collating information etc.
Be responsible for maintaining all laboratory staff files and ensuring training records are kept fully up to date for audit purposes.
Be responsible for the HR function within the laboratory, to include recording sickness absence, coordinating the annual leave of all laboratory staff, return to work interviews and preparing monthly returns.
Act as the first point of contact and ensure good links with internal support departments i.e. HR, payroll, finance and the Regional.
Ensure cascade of information to all laboratory staff including new and updated UKHSA policies and procedures.

Strategy, Policy and Service Development

Maintain a high standard of work and contribute to developing the service so that it remains effective and follows best practice.
Encourage innovations that enhance the effectiveness of the laboratory’s work and assist in the improvement and development of the service, in the interests of efficiency and in order to meet changing demands.
Assist in writing administrative Standard Operating Procedures to ensure the efficient operation of the administrative functions of the laboratory.
Assist the Laboratory Management team in preparing and updating the Laboratory Business Plan to ensure consistency with National FWEMS objectives.

IT Infrastructure

Be competent in the use of all aspects of the laboratory’s IT systems and provide data to more senior staff as appropriate.

Security / Health and Safety

Ensure confidentiality and conformity to the requirements of the Data Protection Act, Caldicott principles and the Laboratory Information Systems and Technology Security policy.
Ensure that health and safety are afforded priority and to demonstrate commitment to health, safety and welfare of self, staff and visitors.
Ensure attendance of self and managed staff on safety training courses as required in the UKHSA Health and Safety Training Policy and other safety policies as appropriate.
Agree to implement safety objectives. Ensure that a Laboratory/Office Safety Code is implemented.
Ensure that risk assessments are implemented and maintained. Report risks that cannot be controlled to the Laboratory Manager.
Notify accidents, near misses, dangerous situations and shortcomings in health and safety via the appropriate management structure

These lists are not exhaustive.

Essential Criteria

Educated to A Level/NVQ standard or equivalent including English
Experience of managing priorities within a large complex organisation
Experience of records maintenance and filing systems (paper and electronic)
Experience of using a variety of software packages, data entry and good keyboard skills
Experience of ordering and invoicing
Experience of liaising with customers and maintaining customer relationships
Experience of managing and communicating sensitive/confidential information
Ability to follow and communicate instructions, ideas and opinions clearly and concisely, both orally and in writing
Excellent organisational skills and ability to manage own workload
Able to liaise with colleagues across departments within the UKHSA and work across organisational boundaries
Ability to work as an effective team member and be able to work collaboratively and cooperatively with other team members
Demonstrate a high level of motivation and commitment to high standards
An understanding of and commitment to equality of opportunity and good working relationships

Desirable criteria:

• Experience of working in a public health related field
• Knowledge and understanding of laboratory safety requirements and procedures
• Experience of independently managing projects within an administrative capacity
• Previous experience of supervising/managing staff
• Knowledge and experience of financial management including previous experience of monitoring budgets
• Proven ability in identifying and developing efficient and effective systems within the workplace

Selection Process Details

This vacancy is using Success Profiles and will assess your Behaviours, Strengths, Experience and Technical skills

Stage 1: Application & Sift

Success profiles

You will be required to complete an application form. You will be assessed on the listed 13 essential criteria, and this will be in the form of a:

Application form (‘Employer/ Activity history’ section on the application)

1000 word supporting statement.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1000 words.

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.

You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V –please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.

Longlisting:

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

The pile ‘Meets all essential criteria’ will proceed to shortlisting.

Shortlisting:

In the event of a large number of applications we may conduct an initial sift, on the lead criteria of:

Experience of managing priorities within a large complex organisation

Desirable criteria may be used in the event of a large number of applications.

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

Feedback will not be provided at this stage.

Stage 2: Interview

Success profiles

You will be invited to a single face to face interview based in Colindale.

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

Behaviours, Strengths, Experience and Technical skills will be tested at interview.

There will be a Technical Test

You will be asked to take a 20 minute online Test Assessment which will be sent via email after your interview.

The Behaviours tested during the interview stage will be:

Working Together (Lead behaviour)
Delivering at Pace
Managing a Quality Service
Communicating and Influencing

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.

Location

This role is being offered as office based at our Scientific Campus in Colindale.

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.  

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Counter-terrorist Check. If based at one of our scientific campuses, 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.

Eligibility Criteria

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

Salary Information

If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

IMPORTANT - PLEASE READ

Artificial Intelligence (AI)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.

Link below:

Artificial intelligence and recruitment | Civil Service Careers

This is a Non-Reserved post under the Civil Service Nationality Rules. To be eligible for employment in the UK Civil Service applicants must meet the Civil Service Nationality Rules (CSNRs) which operate independently of and additionally to the Immigration Rules. Applicants must also meet necessary security and vetting requirements, along with any other relevant pre-employment checks.

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

For more information on job nationality requirements and the right to work in the UK, see the Civil Service Nationality rules (opens in a new window) and the UK Visas and Immigration rules (opens in a new window)

For posts on UKHSA Civil Service terms and conditions, new entrants to the Civil Service are expected to start on the minimum of the pay band. For existing Civil Servants and roles advertised across government, the rules of transfer apply, i.e., level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive a 10% increase. Either case is determined by whichever is the highest.

The Civil Service pay structure and progression is different from NHS Agenda for Change (AfC), most local authority pay grades and other systems that have annual pay increments. For further details, please refer to the Information Sheet- Starting Salaries & Benefits attachment.

For AfC or Medical/Dental posts, you must have the correct professional registration to be appointed. The pay will follow the AfC or Medical & Dental terms & conditions. You may be asked to provide evidence of previous service whilst we are conducting pre-employment checks to determine your starting salary.

For Temporary Appointments, if you are not currently a civil servant, you will take up the post on a Fixed Term appointment.  You may be able to take this role up as a Secondment. If you are an existing Civil Servant, based outside of the UKHSA, you will take up the post as a loan which you will need your department to agree. You cannot take the post up as a fixed term. If you are an existing UKHSA member of staff, you will take up the post as either a level transfer or a temporary promotion as per the UKHSA’s Pay policy. 

Given the nature of the work of the UKHSA, as a Category 1 responder under the Civil Contingencies Act, you may be required in an emergency, if deemed a necessity, to redeploy to another role at short notice. You may also be required to work at any other location, within reasonable travelling distance of your permanent home address, in line with the provisions set out in your contract of employment.

Late Applications will unfortunately not be considered.

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 equality of opportunity. The law requires that selection for appointment to the Civil Service is on merit on the basis of fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles.

If you feel your application has not been treated in accordance with the Recruitment Principles, and you wish to make a complaint, in the first instance, you should contact UKHSA Public Accountability Unit via  email:  [email protected] If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: Visit the Civil Service Commission website here.

Reserve List - If more than the required number of suitable candidates pass the interview criteria, you may be kept on a reserve list for 12 months subject to your agreement. You may be contacted, in merit-order, if similar roles with closely matching essential criteria become available and the department choose to appoint from a reserve list.

The panel will assess if candidates meet the requirement of the role first, using a specific benchmark system. If you are interviewed for the post and do not meet the required threshold for the specified grade, your application may be assessed against a similar, lower grade role and you may be offered the post should one be available.

Interview expenses will not be reimbursed.

UKHSA is required to check employment and/or education history covering three consecutive years. Please ensure you give details of at least two different referees, even if you were employed in one company for three years or more.

If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

Any move to UKHSA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.

 Benefits of working at UKHSA include:

Generous annual leave:
-26 days for the first 5 years of continuous service
-28 days after 5 years of continuous service
-32 days after 10 years of continuous service
-Plus public holidays and one privilege day for the King’s birthday
Access to a generous Defined Benefit pension scheme with employer contributions.
Access to a cycle-to-work salary sacrifice scheme, season ticket advances and payroll giving.
Access to a retail discounts and cashback site.
We also promote flexible working patterns (part-time, job-share, condensed hours). UKHSA views flexible working as essential in enabling us to recruit and retain talented people, ensuring that they are able to enjoy a long-lasting career with us. All employees have the right to apply for flexible working and there are a range of options available including working from home, compressed hours and job sharing.
We also offer a generous maternity/ paternity and adoption leave package.

Hybrid Working

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 usually spend a minimum of 60% of your contracted hours (averaged over a month) working at one of UKHSA's locations (approximately 3 days a week pro rata) and the rest of your time working from home.

Disability Confident Scheme

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria at sift to ensure these candidates are invited to interview.   If you wish to be included in this scheme please tick the box on your application form.

Reasonable Adjustments

The Civil Service is committed to making sure that our selection methods are fair to everyone.

To help you during the recruitment process, we will take into account any reasonable adjustments that could help you.

An adjustment is a change to the recruitment process or an adjustment at work.

This is separate to the Disability Confident Scheme.

If you need an adjustment to be made at any point during the recruitment process you should:

Contact the recruitment team in confidence as soon as possible to discuss your needs.

You can find out more information about reasonable adjustments across the Civil Service here: https://www.civil-service-careers.gov.uk/reasonable-adjustments/

International Police Check

If you have spent more than 6 months abroad over the last 3 years you may need an International Police Check. This would not necessarily have to be in a single block, and could be time accrued over that period.

Internal Fraud check

If successful for this role as one aspect of pre-employment screening, applicant’s personal details – name, national insurance number and date of birth - will be checked against the Cabinet Office Internal Fraud Hub and anyone included on the database will be refused employment unless they can show exceptional circumstances. Currently this is only for External candidates to the Civil Service.

Security Vetting

Please check the Security Clearance needed for the role and follow the link for more information:

https://www.gov.uk/government/publications/united-kingdom-security-vetting-clearance-levels/national-security-vetting-clearance-levels

Future location

UKHSA is investing in a new state-of-the-art National Biosecurity Centre in Harlow, Essex, which will eventually bring together teams currently based at Canary Wharf, Colindale and Porton Down. For more details, please see: Huge biosecurity centre investment to boost pandemic protection - GOV.UK.

The new facilities will start becoming operational in the mid-2030s, with full completion by 2038. Staff will move in phases as facilities become available. If you're appointed to a role currently based at Canary Wharf, Colindale or Porton Down, please note that we'll continue investing in these sites for the next decade. As we get closer to the transition, we'll provide full information about relocation support available to staff.

Person specification

Application form and statement of suitability

Meini prawf hanfodol

Application form and statement of suitability

Behaviours

Meini prawf hanfodol

Working together
Delivering at Pace
Managing a Quality Service
Communicating and Influencing

Technical Test

Meini prawf hanfodol

Technical Test

Documents

Further details / informal visits contact

Enw: Charlene Gwekwerere
Teitl y swydd: Resourcing Support Officer
Cyfeiriad ebost: [email protected]
Gwybodaeth i gefnogi eich cais: For further information relating to the role please contact: Paula Smith [email protected]