Business Assistant

4 weeks ago

Wallingford, United Kingdom Natural Environment Research Council (NERC) Full time

Business Assistant
UKRI - NERC - BGS
Location: This role is based at the BGS offices in Wallingford in Oxfordshire

**Salary**: salary range is £20,129 to £21,879 pro rata (depending on qualifications and experience)
Grade: UKRI - Band B
Hours: Part-time - 18.5 hours a week (the Wallingford site is open business hours Monday-Friday, so a working pattern covering four or more working days per week, with flexibility over hours worked, would be preferable)
Contract type: Permanent
Closing date: 26th February 2023

A great benefits package is offered, including an outstanding pension scheme, 30 days annual leave plus bank holidays, and access to flexi-time

**About the role**

The British Geological Survey (BGS) is looking for a highly motivated and professional Business Assistant to join the Environmental Change, Adaptation and Resilience (ECAR) science Challenge Area at our offices in Wallingford.

The Business Assistant will be working with and supporting a group of around 20 friendly and very welcoming scientists and you will also provide comprehensive administrative support to the BGS Wallingford Head of Station and the BGS Head of Groundwater (who is based in our offices in Edinburgh), enabling them both to carry out their roles as effectively as possible.

This exciting role involves undertaking a wide variety of tasks, including the use of a range of software packages and IT systems, working flexibly to facilitate the projects, events, meetings, and other priorities of the ECAR challenge area.

Working independently on day-to-day tasks, you will also support and be supported by a small team of Business Assistants covering the other BGS business/science areas and this is coordinated by a Business Assistant Group Facilitator. The key duties and responsibilities for this role will include:

- Diary Management - using Microsoft Outlook effectively, including booking/cancelling/re-arranging appointments as necessary.
- Arranging travel and accommodation (both in the UK and internationally) and providing itinerary packs and supporting travel and subsistence expenses claims as required.
- Coordinating internal and external events/meetings, including booking venues and catering, producing agendas, prompting follow up on actions, providing reception duties and collecting visitors where necessary.
- Taking minutes and action points at meetings when required.
- E-mail management and monitoring.
- Production and formatting of documents (e.g. letters, project reports, spreadsheets).
- Ordering goods e.g. stationery, equipment, PPE stock, and printer supplies.
- Arranging for items/goods to be couriered.
- Raising of purchase orders and general finance management, in line with procurement rules/limits - also, monitoring and payment of invoices using the Oracle e-Business Suite.
- Assist project managers with preparation of materials for contracts and bids.
- Provide support to the hydrogeological enquiries team during occasional lively times, when there are significant increases in requests for information from the media and public.
- Other general administrative duties e.g. supporting/covering for other Business Assistants, completing a weekly Wallingford office register and various record keeping activities.

**About you**

Are you educated to at least GCSE (or equivalent) standard and/or have relevant comparable work experience, providing high-quality support in an administrative or secretarial role? A qualification in customer service and/or business administration (e.g. NVQ level 2 or 3 in business administration) would be highly desirable.

Please also refer to the specific essential and desirable skills criteria for this post.

**About us**

The British Geological Survey (BGS) is an applied geoscience research centre that belongs to UK Research and Innovation (UKRI) and is affiliated to the Natural Environment Research Council (NERC). It is a world leading geological survey whose core mission is to advise government of science related to the subsurface and to undertake applied research to tackle earth and environmental issues, both in the UK and globally. It is funded directly by UKRI, as well as through research grants and private sector contracts.

BGS has an annual budget of approximately £60 million and employs 650 people. It has two main sites: a head office in Keyworth near Nottingham, and the Lyell Centre, which is a collaboration with Heriot Watt University in Edinburgh. BGS also has offices within the headquarters of the UK Centre for Ecology and Hydrology in Crowmarsh Gifford, Wallingford, Oxfordshire, where the position advertised here is based. BGS works with more than 150 private sector organisations, has close links with 40 universities, and sponsors approximately 100 PhD students each year.

We strive to promote equality and diversity across our organisation in order to continuously improve our scientific and organisational efficiency As such, we aim to have a workforce with employees from

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