Biobank Clerical Assistant at Newcastle University

Key Accountabilities

• Take responsibility for arranging regular Biobank meetings, acting as secretary at these meetings. Organise other events in which the Biobank Manager and team are involved; this will include preparing agendas, taking minutes of meetings, and following up any actions/outcomes
• Provide support in the preparation of written materials, including Standard Operating Procedures (SOP), new policies and user guides
• Assist with the maintenance of the Biobank website and online platforms
• Be a key point of contact for internal and external telephone calls, enquiries and personal visitors for the Biobank team, answering routine questions, obtaining and furnishing information to help maximise the team’s efficiency. This requires knowledge of university policies and procedures, and those of other organisations with which the Biobank is actively involved
• Arrange transport for Biobank staff and equipment to collect human tissue specimens from sites within Newcastle and to arrange shipment of specimens further afield via approved courier services, liaising with the other organisations to ensure a quality service is provided
• Identify, implement and maintain effective procedures to ensure that the support to the Biobank team is achieved efficiently.  For example, ensuring that there is an efficient filing system for storage and timely retrieval of information (paperwork and electronic documents); maintaining a methodical system to deal with follow up actions from minutes and meetings for the team; implementing an plan for handling large volumes of email enquiries, etc
• Help maintain databases of tissue collections to ensure the Biobank has accurate, up-to-date information stored in case of audit or inspection
• Store procurement information and details of all calibration, servicing and maintenance contracts to help the Biobank keep up-to-date with regulatory requirements
• Assist with the purchasing of equipment and consumable items in the Biobank budget, following up delivery notes and invoices on behalf of the team
• Maintain financial records to facilitate the preparation of invoices for Biobank storage, processing and slide scanning services

The Person 

Knowledge, Skills and Experience

• Proficient IT skills and excellent working knowledge of Microsoft Office applications
• Familiar with working in a clerical, office-based role
• Experience of working with databases
• Understanding of working with finance and budgets
• Experience of organising meetings and training sessions, taking notes, and following up on actions
• Skills and experience in website editing and maintenance Desirable)
• Experience of working with university finances and operating SAP to raise invoices (Desirable)
• Appreciation of health and safety considerations involved in transporting human tissue (Desirable)
• Experience of arranging travel (Desirable)

Attributes and Behaviour

• Has a positive and proactive attitude and strives to deliver excellent service to Biobank users
• Excellent organisational and communication skills
• Minute-taking skills
• Ability to schedule own workload and handle competing demands on time
• Works precisely, paying attention to detail
• Works collaboratively with others, plays a positive role in teams, working co-operatively, and establishes and grows relationships across the organisation where different skills, expertise and opinions are valued
• Self-confident with strong interpersonal skills
• Appreciation of the importance of maintaining confidentiality
• Exhibits University and Faculty values and principles

Qualifications

• NVQ2, GCSEs Grade A-C/ O-levels, City & Guild, RSA II plus experience in a relevant role OR relevant work experience in a Higher Education establishment or large organisation