Administrative Assistant

The function of the Administrative Assistant is to perform secretarial and administrative duties and maintain general systems and procedures at York Bioanalytical Solutions to assist with the smooth and efficient running of the business. The role encompasses two specific support functions – General Admin and Deputy Archivist.

Specific Duties

• General Admin

• Reception – taking calls, signing in visitors
• Toggle and key control
• Weekly stationery orders including generating POs
• Ordering lunches and facilitating meetings
• Support as required in arranging business travel
• Reviewing, filing and acting on AdminGroup and Adminfiling emails
• Request Control – stamping forms, scanning and saving signed requests in compliance with relevant SOPs
• Quotations – updating the database, saving electronically and passing to relevant parties
• Preparation of Study Plans and Amendments – copying plans, updating database, setting up manual files, creating rules for communication
• Protocols - adding information to database
• Administration of Analytical Methods Reports – format checking and generating reports, generation of PDFs with links and bookmarks, updating database and password protection of reports
• Adding signatures to reports prior to distribution
• Arranging general TNT shipments including generation of POs
• General photocopying and scanning
• Monthly Master Schedule Reports – chasing RSs for missing dates and production of four reports in PDF format
• Maintenance and updating as required for Microsoft templates for all company documents
• Additional support to all staff where needed

• Form Reconciliation
• Study Archiving – collating, page counting, archive checklist generation, electronic archiving, checking of archiving, updating database, lodging into archive
• Weekly archive room checks
• Archive Retrievals and Lodgings (for sample location, sponsor visits/audits/additional data to archive)
• Annual archiving – large annual task which covers non-study data (paper and electronic)
• Sample Retention – contacting sponsors, preparing confirmations for completion, preparing quotations for storage/disposal/return, arranging sample shipments (rarely), sending disposal instructions to RSs, raising invoices, updating database
• Data Retention – contacting sponsors, preparing confirmations for completion, preparing quotations for disposal/return, scanning of data, arranging data shipments, updating database, raising invoices, reprinting box numbers for use
• Routine Scan Removals – deletion of electronic data which has reached retention end
• Any additional study archiving – paper or electronic
• Answering audits from QA
• SOP and Form Control – support QA as required in accordance with relevant SOPs

All work must be performed in compliance with the appropriate quality and scientific regulations (GLP/GCP). Training will be provided. The role will be required to fully complete all training given on induction and on an annual basis. The individual will be encouraged to further develop their skills by taking advantage of and participating in training available to all employees of Unilabs.

Skills and Experience Required

The main experience required of the Administrative Assistant is to be a highly organised individual able to prioritise workload and adapt as required to the varying demands of the role with advanced skills in Microsoft Office. It is useful, but not essential, to have come from a GLP/GCP background and be familiar with contract research from a bioanalytical perspective. A proactive approach is expected from all York Bioanalytical Solutions Limited staff, accompanied by professionalism and company loyalty. A friendly attitude and willingness to support fellow team members are important aspects of the working environment. Because of the changing nature of our business, you may, from time to time, be required to undertake other activities of a similar nature that fall within your capabilities as directed by your line manager. As Administrative Assistant you will have a high degree of exposure to confidential matters and must be able to act in a professional and absolutely confidential manner at all times. Excellent communication skills, accuracy and speed of response at all levels are imperative, as is effective liaison between all departments in the company.

Special Requirements

May have to wear personal protective clothing e.g. Laboratory coat, safety glasses, gloves, etc. as required.

Apply

Please send a detailed CV and covering letter to: York Bioanalytical Solutions Cedar House Northminster Business Park Upper Poppleton York YO26 6QR UK