Administrative Assistant

1 week ago

Aberdeen, United Kingdom Scottish Government Full time

Overview:
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 Administrative Assistant is required. A highly motivated individual with strong customer facing and administrative skills will be suited to this role. The role also requires strong collaborative, verbal and written communication skills including being proficient with IT, in particular the Microsoft Office suite.

The role will presently report to the Facilities and Admin Manager.

**Responsibilities**:

- 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. Sign in visitors and contractors and issue passes
- Produce and issue staff ID cards for new staff and contractors
- Organise meetings for internal staff, and external stakeholders, including booking, and preparing of, meeting rooms and arranging refreshments
- Administration of stock levels to ensure stationery in head office is adequately maintained and distributed
- Management of external car park register
- Hire car & taxi bookings and recording / maintenance of associated information
- Fedex - booking collections from FSS Head Office and third party addresses
- Annual Driver Declaration and Licence Checks
- Provide cover across a range of generic tasks for Admin Team colleagues during times of planned and unplanned absences
- Fire warden responsibilities
- Support the Incident Controls Officer when required

**Competencies**
Self-Awareness

Team Work

Customer Service

Communication and Engagement

Essential Criteria & Qualifications:
1. Excellent verbal and written communication skills and confidence in engaging with a range of people at all levels.

2. Excellent general administration skills, with the ability to prioritise and plan workload.

3. Motivated and well organised with the ability to use own initiative to work at times with limited supervision.

4. 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

**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**

**As part of any recruitment process, Scottish Government and associated public bodies collects and processes personal data relating to job applicants and applicants for public appointments.**

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

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