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Administrative Assistant

4 months ago

Morecambe, United Kingdom Advanced Bacterial Sciences Limited Full time

**JOB DESCRIPTION**

**Job Title**: Administrative Assistant - Operations

**Application requirement**: Cover Letter and CV

**Company**: ABS - Advanced Bacterial Sciences

**Department**: Science & Innovation

**Address**: Lancaster/Morecambe
- England, Flexible working possible

**Reporting to**: Dr. Gabriela Meirelles

**Duration**: Permanent

**Salary**: £25,000 - £35,000

**About Us**:
ABS is a young, multicultural company that likes to punch above its weight. We value innovation and proactivity and aim to provide you with a chance to grow as a professional. As well as benefits such as insurance, bonuses and generous pension contributions, we offer training to all staff members. We value our staff and aim to create a culture around the passion to make a difference to the environment. Join us if you would like to work and collaborate with passionate individuals striving for a better environment.

**Position Summary**:
**Key Responsibilities**:
The main duties of the role will include:

- Oversee the day to day running of the company’s facility.Monthly organisation of departmental documents.
- Proactively lead on the organisation of company documents and files for the ISO audits.
- Manage and maintain up to date purchase order documents.
- Screen incoming correspondence and respond independently where possible.
- Full event and conference planning and organisation.
- Provide support to other managers within ABS by the organisation of complex meetings or videoconferences.
- Coordinate operational activities.
- Coordinate the onboarding process for new starters.
- Collaborate with other Admins and general affairs personnel to ensure smooth logístical organisation of the office.
- Prepare agendas, notices, minutes, confidential correspondence, reports and other complex documents.
- Perform complex and confidential secretarial functions including processing of payment requests and other department forms and documents.
- Create and maintain company databases and spreadsheets.
- Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings.
- Prepare and track expense reports.
- Maintain confidentiality of all corporate and personnel matters.
- Perform other duties as assigned.
- In the absence of Managers, redirect queries from clients and employees and/or advise as appropriate.
- Maturely interact with line managers’ direct reports and peers in other areas of the company.
- Recognise and understand the urgency of key issues and take immediate action as appropriate.
- Contribute to the health, safety and wellbeing of all members of staff, ensuring that all members follow laboratory/field health & safety policies and risk assessments.
- Plan and manage own activities and priorities to meet project targets.
- Minimal to no travel is required unless requested for training purposes.

**Job Profile**:
Required Skills and Knowledge (Brief description of technical knowledge or skills needed to perform the job)
- Problem solving — the individual identifies and resolves problems in a timely manner, gathers and analyses information skillfully and maintains confidentiality.
- Interpersonal skills — the individual maintains confidentiality, remains open to others' ideas and exhibits willingness to try new things.
- Oral communication — the individual speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.
- Written communication — the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
- Planning/organizing — the individual prioritizes and plans work activities and uses time efficiently.
- Quality control — the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
- Adaptability — the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
- Dependability —the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
- Commitment — Able to start and persist with specific course of action while exhibiting high motivation and a sense of urgency; willing to commit long hours of work.
- Confidentiality — Able to safeguard sensitive information without temptation or urge to divulge to others.
- Constant learning— Able to communicate with scientists about their operational requirements and get familiarised with the equipment and consumables purchased by them.
- Proactivity— Able to coordinate proactively the organisation of ISO documents and internal audits.

**Person Specification**:
We're looking for a professional, dynamic and motivated individual with ability to work alone and as part of a team, and also have/be:
Preferable:

- At least 5 years of executive assistant/administration experience