Administrative Officer (CR3218)

Job summary

Do you want to be part of an organisation in safeguarding standards of animal and plant health and welfare?

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.

We currently have an exciting fixed-term opportunity within Science Engagement Evidence and Capability (SEEC) team, Science Strategy and Planning Department (SSP) supporting our Scientists who deliver high quality, high impact, and highly relevant multidisciplinary science.

You will provide administrative support to the SSP Department in day-to-day activities and across the Science Directorate. You will be supporting senior managers by arranging meetings, booking rooms, and minute taking. You will use your administrative skills for various tasks including maintaining databases, monitoring shared mailboxes. You will also assist with events, career fairs, meeting and greeting visitors and VIPs. You will have a keen eye for detail as you will need to ensure the department records and own work comply with Quality Standards ISO9001 and ISO17025.

This is a Fixed-Term Appointment for one year.

Job description

As an administration officer your role will be varied and will require the flexibility to turn your hand to different tasks as the situation demands. Duties will include, but not be limited to:

General

• Provide administrative support to the Head of Department, Admin Team Lead, Business Manager and department staff in day-to-day activities. Act as an admin resource as part of the wider Science Directorate admin team.
• Organising meetings, consulting senior staff calendars, booking rooms, minute taking, organising visitor passes and sending out calendar invites.
• Document manipulation in Excel, formatting of documents in Word, and preparing PowerPoint presentations.
• Ad-hoc large-scale printing
• Checking email boxes for the team and department and replying or passing onto the relevant person
• Developing and maintaining relationships with key staff outside your own department
• Act as purchasing requisitioner using Oracle SOP
• Maintain department logs, lists, databases and records; maintain email distribution lists; copying and filing
• Ensure the department records and own work comply with Quality Standards ISO9001 and ISO17025
• Assisting with outbreak duties such as data entry
• Other administrative duties to support the SSP team as necessary.

Learning and Development/Events

• Meet and escort trainers for courses held at the APHA Weybridge site
• Check course certificates against attendee list and the date. Copy certificates and send out certificates within 2 days of receipt.

Higher Security renewals

• Administration of higher security renewals and new applications, maintaining a log, sending out appropriate forms in a timely manner and check on progress.

Recruitment (assisting the Science Directorate Vacancy Holders and SSP)

• Booking rooms, checking equipment has been set up, escorting with interviews at Weybridge site including any tours.

Person specification

You will be working in a fast paced, reactive role supported by a friendly team who all work together to support all the Scientists in their roles. You will have general business awareness with administrative experience, especially in the areas of HR/recruitment and/or events.

You will need to demonstrate the following:

• An intermediate level of Microsoft Excel, Word and Outlook skills.
• A very good standard of written and oral communication, with the ability to communicate and interact effectively with individuals at various seniority levels.
• Ability to check work thoroughly using appropriate tools to the Quality standards required.
• Ability to prioritise work effectively and be able to switch tasks using all available tools to keep on top of all tasks.
• Ability to reason and research a problem to resolution.
• Be adaptable and flexible in your approach and willing to undertake a variety of tasks, with the ability to learn quickly and understand instructions and refer to these when carrying out tasks.
• Good organisation skills, with the ability to plan ahead to ensure all training courses run smoothly.
• Ability to interact with people and ensure visitors are put at ease including people for interview and VIPs, and at career fairs.

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.

Ways of working
Periodic travel within the UK may be required to attend training courses, conferences and meetings. A valid full driving licence is necessary or access to an alternative means of transport.

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.

Health clearance
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 against these behaviours during the selection process:

• Making Effective Decisions
• Delivering at Pace
• Communicating and Influencing
• Working Together

We only ask for evidence of these behaviours on your application form:

• Making Effective Decisions

Technical skills

We'll assess you against these technical skills during the selection process:

• 15-minute multiple-choice test covering the duties of the job

Benefits

Alongside your salary of £29,770, Animal and Plant Health Agency contributes £8,624 towards you being a member of the Civil Service Defined Benefit Pension scheme.