Laboratory Administrative Assistant

Children's Hospice South West; Manchester; Hybrid; GBP 21,000 - 26,000; Full time

Job summary

Manchester University NHS Foundation Trust (MFT) is seeking an enthusiastic and conscientious administrator to join the NWGLH laboratory administrative team at St. Mary's Hospital in Manchester.

You will work in the Specimen Reception and Pre-Analytical Laboratory areas, supporting the Genetics Service with data entry, filing, and customer communications. The role requires excellent organisational skills, attention to detail, and the ability to work as part of a team or on your own initiative.

Qualifications

• Experience in accurate keyboard data entry and handling confidential information.
• Proficient in MS Office (Word, Excel) and basic printing/scanning tasks.
• Strong communication skills, both written and verbal, with internal and external contacts.
• Ability to manage time effectively, prioritise workload and meet deadlines.

Responsibilities

• Book in clinical samples for Genetics laboratory services.
• Maintain accuracy in data transfer and carry out routine checks of sample and data transfer by other staff.
• Prepare documentation required in the export of samples to 3rd party laboratories.
• Create and send letters using appropriate templates.
• Deal with sensitive material and produce confidential reports and correspondence.
• Undertake defined admin tasks to support safe and efficient Laboratory Genetics Service.
• Be main contact for service users, answering calls and emails.
• Dispatch letters and clinical reports by post or email.
• Archive and/or scan paper filing of clinical referrals and reports.
• Provide other general admin duties within the team as needed.
• Collaborate with department members to ensure reliable service.
• Receive requests for services and coordinate test submissions per protocol.
• Paper filing of referrals, reports and related paperwork.
• Scan lab documents for long-term digital storage and prep for off-site storage.
• Provide sickness and annual leave cover for essential duties.

Skills

Keyboard skills

MS Office

Communication

Time management

Education

NVQ/ Diploma in Admin or Business Level 3

Job description

Job summary

We are looking for an enthusiastic and conscientious person to join the North West Genomic Laboratory Hub (NWGLH) laboratory administrative team at St. Mary's Hospital.

The successful applicant will work in the Specimen Reception and Pre-Analytical Laboratory area, and will need to be self-motivated, hard working and capable of working within a team, together with the ability to work on your own initiative. You will also have good organisational skills and the ability to prioritise your workload. Good communication and administrative skills are essential, together with the commitment to demonstrate the Trust's Values and Behaviours framework.

Main duties of the job

• Book in clinical samples for Genetics laboratory services.


• Maintain accuracy in data transfer and carry out routine checks of sample and data transfer by other staff.


• Preparation of documentation required in the export of samples to 3rd party laboratories.


• Creating and sending letters as required using appropriate templates.


• Deal with a variety of sensitive and highly confidential material, producing confidential reports and correspondence as required.


• Undertake defined administrative tasks to assist in the delivery of a safe, effective and efficient Laboratory Genetics Service.


• Act as a main point of contact for service users, answering telephone calls and responding to emails.


• Dispatch letters and clinical reports by post or email.


• Archive and/or scan paper filing of clinical referrals, reports and other laboratory documents.


• Provide other general administrative duties as required within the team and appropriate to the grade.


• Collaborate with other members of the department to achieve an effective and reliable service.


• Receive incoming requests for services and co-ordinate test submission according to laboratory protocol.


• Paper filing of clinical referrals, reports and associated laboratory paperwork.


• Scan a variety of laboratory and staff documents as appropriate for long-term digital storage. Prepare laboratory documents for off-site scanning and storage.


• Provide sickness and annual leave cover for essential duties of other administrative staff.

About us

Join Manchester University NHS Foundation Trust (MFT), the largest provider of specialist services, and our Oxford Road Campus in Manchester, the largest health academic campus in Europe - a great place to shape your career.With a workforce of over 30,000 colleagues, we work together to deliver exceptional care to more than 1 million people every year.Behind every patient cared for are people like you - keeping services running smoothly, supporting clinical teams, and helping create safe, welcoming environments for patients and our people alike.At MFT, we believe in the power of teamwork, respect, and inclusion. Our People Plan reflects our commitment to making MFT a place where everyone feels they belong, where your ideas are heard, and your contribution is truly valued. Join us and work smarter with our digital technology and thrive in a collaborative culture that empowers you to deliver your best to ensure that your work behind the scenes creates seamless, high-quality care and exceptional patient outcomes.Whether you're just starting out or looking to grow, we offer clear pathways for development and a culture that supports your wellbeing, ambition, and success. Everything you do makes a real difference to the lives of others.At MFT, your role matters, your impact is real, and you're part of something bigger from day one.

Job responsibilities

To find out more about the key responsibilities and the specific skills and experience youll need for this role, take a look at the Job Description & Person Specification attachments under the Documents to download heading. Explore Inside MFT Your Candidate PlaceTo help you feel confident, prepared and fully informed before you apply, we invite you to explore Inside MFT Your Candidate Place. This welcoming one stop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others. Youll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.To access Inside MFT Your Candidate Place, simply click on the relevant PDF document under the Documents to download heading and once opened, you can either scan QR code or click on the link provided.Closing vacancy listings earlyWe welcome applications from a wide range of backgrounds and experiences.To help us manage applications fairly and give each one the time it deserves, our adverts may close early if we receive a high level of interest. Early applications are therefore encouraged.Diversity MattersMFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.Use of Artificial Intelligence (AI) in your application Here at Manchester University NHS Foundation Trust, were proud to be ALL HERE FOR YOU, for our patients, our communities, and each other.As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone.Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.Disclosure and Barring Service (DBS) checkAs part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone.What is a DBS Check?A DBS check is a background check that reveals any criminal convictions, cautions, reprimands or warnings. The level of check required depends on the role:Standard DBS: Checks for spent and unspent convictions, cautions, reprimands, and final warnings.Enhanced DBS: Includes the above, plus any additional information held by local police thats considered relevant to the role.Enhanced with Barred Lists: Includes all of the above, plus checks against the childrens and/or adults barred lists.Who Needs a DBS CheckMost roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role.The Costs for a DBSAt Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred.For more information about the cost of the various types of DBS, please visit: https://www.gov.uk/government/news/dbs-fees-are-changing-in-decemberDBS Update ServiceCandidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.

Person Specification

Experience

Essential

• Experience of accurate keyboard skills


• Experience of working on computers/keyboards


• Experience of using Microsoft Office packages, Word, Excel etc


• Experience in an area where confidentiality is a high priority


• Previous administration experience

Desirable

• NVQ/diploma in administration or business Level 3, or equivalent, plus experience in administrative management


• Previous experience of working in the NHS

IT skills

Essential

• Ability to work in high pressure environment and multi-task accurately and effectively


• Ability to display strong organisations skills and to prioritise workload to meet deadlines


• Ability to communicate with staff at all levels


• Ability to problem solve


• Ability to manage a heavy workload within a busy environment
  
• Excellent communication skills


• Ability to work on own initiative and unsupervised


• Time and workload management


• Ability to follow ...