Office & Admin Coordinator - Aberdeen, United Kingdom - Scottish Government

Scottish Government
Scottish Government
Verified Company
Aberdeen, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

Overview:

Do you have excellent skills in organisation, communication and people management?


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.

The Office & Admin Coordinator role sits within the Corporate Support Branch of the Corporate Services Directorate.

Primarily office based, you will provide a line management role to the Admin Team present in FSS head office Pilgrim House Aberdeen.


You will be responsible for organising, structuring and allocating tasks to ensure efficient and effective use of resources within the team.

Reporting to the Facilities & Admin Manager, you will ensure the smooth running of Pilgrim House office facilities and will provide line management for FSS Admin Team.

You will also work closely with and provide support for the Facilities Manager and Pilgrim House Health and Safety functions


Responsibilities:


  • Coordination of Admin Team to ensure efficient and timely running of administration services provided across FSS. Assigning and monitoring administrative and secretarial responsibilities among the admin team, making effective decisions to ensure completion of agreed scope of service.
  • Manage and coordinate Admin Team Rota & planned annual leave / flexi hours. Admin coordinator is to provide where practicable resilience to support absences to ensure continued operations during.
  • Support FSS Facilities Admin Manager with operational activities in office, to monitor and report on functionality at Pilgrim House ensuring any work undertaken is conducted considering FSS policy, procedures, Health & Safety, and procurement routes.
  • To procure goods and service using Scottish Government electronic payment card (EPC)
  • Facilitate the travel and accommodation arrangements for FSS staff, ensuring the necessary steps have been taken to allow FSS out of office engagements to operate effectively. This includes management and facilitation of FSS pool car system & hire cars.
  • To monitor & report on Admin Team key performance indicators associated with management of FSS Admin Team Service Level Agreement.
  • Support Facilities & Admin Manager in daytoday implementation of HSE activities providing input to ad hoc reports, data gathering & incident reporting. Carrying out weekly HSE checklists for Pilgrim House and to coordinate First Aid & Fire Warden activities.
  • To manage and control admin filing systems, distribution lists, document control register.
  • Any other duties commensurate with the grade of the post as required

Competencies
Self-Awareness

People Management

Communications and Engagement

Improving Performance


Essential Criteria & Qualifications:
No specific qualifications required for this post.


Essential Criteria

  • Proactive team leader with previous experience in a supervisory role, with the ability to proficiently delegate tasks, to ensure completion within time, budget and to an accepted standard.
  • 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.
  • Excellent administration skills, with the ability to prioritise and plan workload.

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 B
To learn more about this opportunity, please contact


The Scottish Government is a diverse and inclusive workplace and we want to help you demonstrate your full potential whatever type of assessment is used. If you require any adjustments to our recruitment process, please let us know via

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**Personal information you provide in the recruitment process will be made available to Scottish Government and our additional data processors.
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