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Admin Team Leader

3 months ago

New Haw, United Kingdom Animal and Plant Health Agency Full time

**Details**:
**Reference number**:

- 343328**Salary**:

- £30,827- Salary will be pro-rata (proportionately allocated) if they enter into a job share with someone else. New entrants are expected to start on the minimum of the pay band- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer**Contract type**:

- Permanent**Business area**:

- Science Directorate**Type of role**:

- Administration / Corporate Support**Working pattern**:

- Flexible working, Full-time, Job share**Number of jobs available**:

- 3Contents

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, thrive in a fast-paced, common sense driven, changing environment and enjoy working to tight deadlines? **If so, we would love to hear from you**

The Animal Plant Health Agency (APHA) is a government agency that sits within the Department for Environment, Food and Rural Affairs. APHA 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 the 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 and act as the focal point of contact for all administrative, purchasing and finance activities supporting one science department. In liaison with the department’s Business Manager, the post holder is responsible for implementing financial routines, and administrative processes, corporate initiatives, planning, prioritising and allocating admin/finance work following a common 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 urgent work or a disease outbreak.

**Job description**:
As an administrative team leader your role will be varied and will require the flexibility to turn your hand to different tasks as the situation demands. Working closely with the department Business Manager duties will include, but not be limited to:
**Finance - Daily**
- Understand and follow accounting principles, monthly, quarterly and end of year routines. Using Oracle-SOP purchasing software raise or approve purchasing requisitions following APHA purchasing regulations.
- Carry out monthly financial housekeeping.
- Fully understand department budgets. Initiate own department’s annual expenditure budget round. Monitor and analyse expenditure variances in-year. Prepare monthly expenditure forecasts.
- Department contact for: Oracle Time Recording related routines and queries, procurement, i-expenses, invoice payment, staff hours plan, new suppliers, foreign orders and payments, adjustment journals, capital purchases, and fixed asset verification.

**Department support**

Point of contact for administration matters which may include support for HOD, organisation charts, staff resource data, specialist purchasing preparation, meetings secretariat and minute taking, test reporting, PA duties, visitors, estates issues, STaR Award management, absence records, fixed assets and equipment/asset register, plus ad hoc tasks pertinent to grade, where sensitivity and confidentiality is paramount.
- Proactively ensure finance and admin 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 **- when vacancies arise.**
- Work with the vacancy holder and local People Team to ensure correct approval processes are followed.
- Manage the Oracle SOP ‘New Starter’ process with the vacancy holder, including procuring IT kit and i-phones.
- Ensure monitoring spreadsheets are regularly updated to inform other areas of the business.

**People & Communication**
- Lead and manage up to three AO staff.
- Ensure consistent communication flow with local Business Manager, Science Admin Manager, Head of Department,
Lead Scientists, Finance, CAPS, SD People Team, Finance BP.
- Proactively follow up all requests for assistance to manage stakeholder expectations.

**Corporate Governance - quarterly and six monthly**

Work with Line Manager to complete own department annual and bi-annual Governance returns, Business Continuity Plan, and quarterly Fraud and Error.

**Person specification**:
You will be working in a fast paced, reactive role supported by a friendly team who all work together to support the Scientists in their ro