Administrative Support - New Haw, United Kingdom - Animal and Plant Health Agency

Animal and Plant Health Agency

Verified Company

New Haw, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

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Description

Details:

Reference number:

Salary:

- £27,245

Prorata for job share
A Civil Service Pension with an average employer contribution of 27%
Job grade:
Administrative Officer
Contract type:
Permanent
Business area:
APHA
Science
Surveillance and Laboratory Services Department (SLSD)
Type of role:
Administration / Corporate Support
Science
Working pattern:
Fulltime, Job share
Number of jobs available:
1Contents

Location

About the job

Benefits:

Things you need to know

Location

New Haw, South East England, KT15 3NBAbout the job

Job summary:

Do you have excellent communication skills? Do you thrive in a fast-paced, changing environment? Do you enjoy working to tight deadlines?
If so, we would love to hear from you

Under the lead of the department, Admin Team Lead (ATL), you will provide administrative support to the Head of Department, Business Manager, ATL and departmental staff in the day to day running of the science department.

You will provide administrative support and operational expertise to science colleagues, Admin Team Lead, Business Manager and Head of Department.

Proactively handle procurement, 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.

The postholder will be expected to comply with relevant quality standards as well as support and contribute to overall departmental compliance.

Job description:

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

Procurement & Finance

Monitoring the SLSD Procurement Mailbox
Create purchase requisitions, receipt orders, process invoices for payment, troubleshooting using Oracle SOP iprocurement system.
Carrying out regular stock checks to maintain appropriate stock levels of stationery and consumables.
Use bespoke forms to processing foreign payments, set up new suppliers, make CHAPS payments.
Use Excel and Oracle systems to process industrial gas and courier invoices.
Filing order paperwork and delivery notes correctly, and acting as a problem solver for any delivery issues
Assist Line Manager (ATL) with financial tasks eg monthly housekeeping, fixed assets process, equipment_ _register.

Records and Files

Acting as Local Records Officer
Registering files and logbooks on the electronic records file system (CRMS)
Closing and archiving files in accordance with quality standards and agency procedures
Managing departmental (SOPs) publishing process and sending out review reminders
Database entry using Excel and bespoke s/w e.g., scientific equipment/asset database, recruitment tracker, staff lists.

Department Support

Admin Support to the Test Validation Team; monitoring the test validation mailbox, preparing and filing of validation data, maintaining the test validation data index and archive.
Monitor the ADTS mailbox and set up new user requests, quality checks on reports to ensure compliance with procedures.
Administration support for the Master Test Schedule.
Assist with Debtor queries.
Compiling departmental reports, e.g., Gifts & Hospitality return, stock lists, consumable logs
General point of contact for queries from the Senior Management Team
Organise meetings, book rooms and send out calendar invitations. Minutetaking
Using travel booking system to book flights, hire cars, trains, and hotels.
Filing, scanning, photocopying, incoming post distribution, and other adhoc duties
Provide data entry support on the recruitment system.
Updating departmental organograms (Visio) and contact lists (Excel)
Any other work to assist the department as and when called upon.
Use transferable skills to support other SD departments in admin work.

Person specification:

Good MS Excel and Word skills
Knowledge and experience of using One Drive, MS Teams and SharePoint Online
Understanding purchasing processes
Familiarity with Oracle business accounting software or similar purchasing systems
Highly organised with excellent record keeping.
Ability to balance and prioritise multiple tasks with competing deadlines.
Good written English with ability to take minutes and prepare action logs capturing salient points.
Ability to communicate and interact effectively with senior leaders.
Previous experience in office environment.

Out of hours work may be required in the event of an incident or as part of on-call rotas.

Travel may be required to attend training courses. Travel may be required to various different locations around the country for example for training courses and meetings.

Behaviours:

We'll assess yo