Admin Team Leader - New Haw, United Kingdom - Animal and Plant Health Agency

Animal and Plant Health Agency
Animal and Plant Health Agency
Verified Company
New Haw, United Kingdom

2 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

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Description

Details:


Reference number:


Salary:

- £29,082
  • Prorata salary for job share
    Job grade:
  • Executive Officer
    Contract type:
  • Permanent
    Business area:
  • Virology Sciences Department
    Type of role:
  • Administration / Corporate Support
  • Science
    Working pattern:
  • Fulltime, Job share, Parttime
    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:


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 2,000 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

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 and you will be part of this workforce supporting our staff.


The role of the Admin Team Leader is to lead and manage a small administrative team in the department and act as the main point of contact for all administrative activities.

In liaison with the Business Manager, the post holder is responsible for implementing administrative policies and corporate administrative functions, planning, prioritising and allocating work to ensure a common Science Directorate (SD) approach.

The post holder will provide assistance as part of the wider SD administrative team to cover staff resource issues or other duties in the event of a disease outbreak.


Job description:

Duties will include most but not necessarily all of the tasks listed below:

Finance

  • Understand and follow accounting principles, monthly, quarterly and end of year routines, and APHA purchasing regulations.
  • Work to prescribed financial deadlines.
  • Responsible for Accounts Payables for courier, gas and certain crucial supplier accounts.
  • Fully understand department budgets. Manage own department's annual budget round. Monitor and analyse expenditure variances inyear. Prepare monthly forecasts and undertake monthly housekeeping. Raise issues to
line mangers as appropriate.

  • Assist HOD with preparation of department/workgroup income budget based on planned staff hours.
  • Department contact for Oracle time recording queries, procurement, uncommitted spend, iexpenses, invoice payment, new suppliers, foreign payments, adjustment journals, capital purchases, and fixed asset verification.
  • Work closely with Project Support staff and Finance as appropriate.

Department Support

  • Point of contact for administration matters which may include support for HOD, preparation and review of Commercial forecasts, Oracle 12, test reporting, meetings secretariat, PA duties, organisation charts, staff tracker, specialist purchasing, estates issues, reward voucher management, absence records, fixed assets and equipment registers plus ad hoc tasks pertinent to grade, where sensitivity and confidentiality is paramount.
  • Proactively ensure issues and anomalies are queried and resolved.
  • Follow APHA Health & Safety policies to ensure a safe working environment.
  • Work within recognised Quality accreditation standards to ensure compliance.

Recruitment

  • Provide advice/support on the recruitment system from initial request to fill a vacancy through to appointment.
  • Work with the vacancy holder and local HR team to ensure correct approval process is followed.
  • Manage the Oracle SOP 'New Starter' process with the vacancy holder, including procuring IT kit and Jabber
accounts.

  • Ensure monitoring spreadsheets are regularly updated.

People & Communication

  • Lead and manage AO staff.
  • Ensure consistent communication flow with Business Manager Science, Admin Manager, Head of Department, Lead Scientists, Finance, CAPS, SD People Lead, and SD Comms Lead.
  • Proactively follow up all incoming requests for assistance to manage stakeholder expectations.
  • Lead on visitors' procedures and maintain records of health and security checks.

Corporate Governance

  • Take responsibility in own department for preparation of annual and biannual governance reports including documentation for Internal Control Quality Assurance, Gifts & Hospitality, Conflicts of Interest, Stewardship.
  • Provide Business Continuity support to SSP HOD for the Science Directorate BCP annual reviews. May involve deputising and attending meetings on behalf of the HOD.

Person specification:


  • Appropriate finance experience and analytical skills
  • People Management
  • Experience of procurement processes
  • Intermediate Excel and Word skills
  • Displays initiative to problem solve and consult managers when required
  • Highly organised with the ability to balan
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