Administrative Support Officer (ID4761)

Job summary

Can you work on your own initiative as well as working within a team?

Are you an excellent communicator who enjoys helping others?

If so, we would love to hear from you!

The Animal and Plant Health Agency (APHA) is an executive agency of the Department for Environment, Food & Rural Affairs, and works on behalf of the Scottish Government and Welsh Government. Our diverse teams of over 3,000 skilled and committed professionals come together to provide research, advice and support to UK Government for safeguarding animal, public and plant health for benefit of the environment and economy.

APHA is a brilliant place to work where our people feel valued, have a voice and can be their authentic selves. We value difference and diversity, because it helps us be more innovative and make better decisions.

We are dedicated to being an inclusive employer, offering equitable opportunities for all individuals. Our goal is to build a diverse workforce, and we hope to attract applications from all backgrounds and underrepresented groups.

The Science Directorate (SD) delivers high quality, high impact and highly relevant multidisciplinary science. Our People are diverse, talented, engaged and inspired to deliver innovative outcomes.

In this administrative role, under the direction of the department Admin Team Lead (ATL), you will provide vital administrative support to the Head of Department, Business Manager, ATL and other departmental staff in the day-to-day running of the Pathology & Animal Sciences department.

Job description

You will provide administrative support and operational expertise to science colleagues, Admin Team Lead, Business Manager and Head of Department. You will proactively handle purchasing, financial and administrative queries, and requests. Your work may include using Oracle SOP i-procurement systems to raise purchase requisitions, processing invoices and credit notes; using Excel for data entry and manipulation; registering files and logbooks; acting as Departmental Local Records Officer; compiling reports; booking meetings and rooms; minute taking; scanning, photocopying and other general administrative duties. You will be expected to comply with relevant safety and quality standards as well as support and contribute to overall departmental compliance.

Duties may include all or some of the below, and are not limited to:

Purchasing & Finance

• Create purchase requisitions, receipt orders, process invoices for payment, troubleshooting using Oracle SOP i-procurement system
• Liaising with suppliers to place orders, track deliveries and troubleshoot as required
• Carrying out regular stock checks to maintain appropriate stock levels of stationery and consumables
• Use bespoke forms to process foreign payments, set up new suppliers, make same-day urgent payments
• Use Excel to track and analyse financial data
• Filing order paperwork and delivery notes correctly, and acting as a problem solver for any delivery issues
• Assist line manager (ATL) with financial tasks - monthly housekeeping, fixed assets process, equipment register, raising journal requests

Records and Files

• Acting as Local Records Officer
• Creating and registering files and log books on the electronic records management system
• Closing and archiving files in accordance with quality standards and agency procedures
• Managing departmental publishing processes for controlled content and sending out review reminders
• Database entry using Excel and bespoke software e.g. scientific equipment/asset database, recruitment tracker, staff lists

Department Support

• Monitor a shared mailbox
• Compiling departmental reports, e.g., governance returns, stock lists, consumable logs
• General point of contact for queries from the Senior Management Team and scientists
• Organise meetings, book rooms and send out calendar invitations.
• Minute-taking
• Using travel booking system to book flights, hire cars, trains and hotels
• Filing, scanning, photocopying, incoming post distribution, and other ad-hoc duties
• Provide data entry support on the recruitment system
• Updating departmental organograms and contact lists
• Meet and greet visitors, following relevant visitor procedures and handle interviewee ID documents
• Develop and maintain relationships with key staff both inside and outside of the department.
• Any other work to assist the department as and when called upon
• Use transferable skills to support other SD departments in admin work when required

Person specification

Experience and skills

You will need to demonstrate the following:

• Good Microsoft Excel and Word skills along with knowledge and experience of using other IT tools such as One Drive, MS Teams and SharePoint Online
• Understanding purchasing processes
• Familiarity with Oracle business accounting software or similar purchasing systems
• Confident problem-solving skills with an ability to take initiative and ownership of resolving issues
• Highly organised with excellent record keeping and attention to detail and an ability to balance and prioritise multiple tasks with competing deadlines
• Good written and oral communication skills, with ability to take minutes and prepare actions logs capturing salient points
• Ability to build relationships, communicate and interact effectively with colleagues and senior leaders
• Understanding of working within established Quality and Safety systems

Security clearance
The Weybridge site is a strategically important national asset due to its role as a reference laboratory supporting the Government’s response to national emergencies including disease outbreaks. For this reason all postholders based on the APHA Weybridge site must hold a valid Counter Terrorist Check (CTC) security clearance or above. It is up to each person applying for a post at APHA Weybridge to ensure they meet the residency criteria. Applicantsmust be currently resident in the UKhave at least three years continuous UK residency as this is a requirement to work at the Weybridge site where the team and work is situated.

Workplace arrangements
The agreed amount of time spent at a workplace for this post will reflect the requirement for Civil Servants to spend at least 60% of their working time in an organisation workplace with the option to work the remaining time flexibly from home. However, this post requires you to be working onsite at APHA Weybridge five days per week or less if part-time.

The post holder must work from the location listed in the Location section of the advert.

Ways of Working
Periodic travel within the UK may be required to attend training courses, conferences and meetings.

Out of hours work may be required. When overtime or out-of-hours work is required, APHA Management reserves the right to change overtime patterns to meet requirements. You may be eligible for overtime payments and where overtime is approved you will receive appropriate payment.

Restrictions on outside/domestic contact with small animals, mainly rodents and rabbits, may apply.

Health surveillance
The post will also require Health clearance. You will be expected to complete a questionnaire on your general health. This will be arranged by the Health Team, Weybridge. It may also be necessary to undergo a pre-employment medical assessment.

Behaviours

We'll assess you