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;
• Form 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 PDF’s 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.

Archive Role (Deputy Archivist)

• 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

Requirements

• Highly organised with the ability to prioritise workload effectively.
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent communication skills, with accuracy and responsiveness across all levels.
• Strong sense of professionalism, discretion, and confidentiality.
• Friendly and collaborative approach to teamwork.
• Proactive attitude with a willingness to take initiative and adapt to changing priorities.
• Experience in a GLP/GCP environment or familiarity with bioanalytical contract research is beneficial but not essential.

Special requirements

• May have to wear personal protective clothing (e.g. laboratory coat, safety glasses, gloves, etc as required).