Administration Officer - Aberdeen, United Kingdom - Scottish Government

Scottish Government

Verified Company

Aberdeen, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Overview:

Are you looking a role where you can utilise your organisational skills and build relationships with a huge range of people?

FSS has a wide and diverse remit which covers all aspects of the food chain which can impact on public health - aiming to protect consumers from food safety risks and promote healthy eating.

Our mission is to be Scotland's leading authority on food safety, standards and healthy eating; using data and evidence to provide assurance and advice that inspires consumer confidence and improves public health.

The Corporate Services Directorate within Food Standards Scotland (FSS) provides a range of services to deliver its statutory obligations and five year strategic plan.

These services include HR, Finance and Procurement, Programme Management Office (PMO), Business Performance Reporting, IT, Records and Information Management, Facilities Management, Health and Safety and Administrative Support.

FSS has an established central administrative team that provides general administration support across the organisation.

The role of an Admin Officer is required, a highly motivated individual with strong administrative and organisational skills will be suited to this role.

The role also requires strong collaborative, written and verbal communication skills including being proficient with IT, in particular the Microsoft Office suite.

Responsibilities:

Provide administrative support including photocopying, answering routine enquires, processing incoming and outgoing mail. Operation and maintenance of FSS computer filing processes. Interpretation of databases through developing and reporting on monthly statistics. Budget control and administration of stock levels to ensure stationery in head office is adequately maintained and distributed. Act as first point of contact with visitors to Head Office and provide a brief on local points of note including safety and facilities information.
Responsibility for booking travel and accommodation for FSS staff and external stakeholders in accordance with FSS policies and procedures. Facilitation of travel, accommodation and subsistence record keeping which includes maintenance of budget commitments and expenditure in order to ensure the budgetary position is current for reporting purposes.
Organisation of meetings for internal staff, and external stakeholders, including booking of conference rooms and arranging refreshments. Minute taking and secretariat at official meetings including provision of papers.
Undertake role of Information Management Support Officer (IMSO) for administrative and management of Branch electronic record and document management files.
Purchasing on behalf of Branches and invoice payment and reconciliation. Work with colleagues across Branches to source and process information. Provide cover across a range of generic and Branch specific tasks for Admin Team colleagues as required.
Development and distribution of a range of official certificates and letters in line with FSS' role as the regulatory authority on food safety. Responsibility for issuing information letters and consultation documents, in both electronic and hard copy versions.
Collation of data and issuing food safety and allergy alerts.
Work with the FSS Programme Management Office team when programmes and projects are transferred to business as usual to ensure administrative support is maintained. Any other duties commensurate with the grade of the post as required.

Competencies
Team Work

Customer Service

Information Management

Communication and Engagement

Essential Criteria & Qualifications:

Excellent minute taking, general administration and organisational skills, with the ability to prioritise and plan workload.
Excellent verbal and written communication skills and confidence in engaging with a range of people at all levels.
Motivated and well organised with the ability to use own initiative to work at times with limited supervision and under pressure to meet project related deadlines and targets.
Good IT skills with a working knowledge of Microsoft Office.

Qualifications
No specific qualifications required for this post.

Provisional Interview Dates
To be confirmed.

Additional Information

How To Apply
For further information on this vacancy please download and review the "Person Specification" which you will find below.

Person Specification Band A

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