Admin Team Leader

7 months ago

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

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

- 356863**Salary**:

- £30,827 - £32,074- London: £30,827 - £32,074 pro rata for job share- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer**Contract type**:

- Fixed term
- Loan
- Secondment**Length of employment**:

- 12 months**Business area**:

- Science Directorate - various departments**Type of role**:

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

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

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- New Haw, South East England, KT15 3NBAbout the job

**Job summary**:
**Do you want a role safeguarding standards of animal and plant health and welfare?**

**If so, we would love to hear from you**

The Animal and Plant Health Agency (APHA) is an executive agency of the Department for Environment, Food & Rural Affairs, and 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 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, finance and purchasing 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.

This will be a 12-months Fixed-Term Appointment with no intention to become a permanent post.

**Job description**:
Working closely with the department Business Manager, your duties will include most but not necessarily all the tasks listed below:
**Finance and Purchasing**
- Manage own science department expenditure budget. Monitor and analyse expenditure variances in-year. Prepare monthly expenditure forecasts.
- Follow accounting principles. Undertake monthly, quarterly housekeeping (GRNI, Invoices on Hold, Open POs) and end of year routines, raising adjustment journals and accruals as a result of the analysis. Responsible for invoice payments for critical suppliers - domestic and foreign.
- Using Oracle-SOP purchasing software raise or approve purchasing requisitions following APHA purchasing regulations.
- 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, and capital purchases.

**Department support**
- Point of contact for administration matters which include support for HOD, organisation charts, meetings secretariat and minute taking, staff resource planning data, specialist purchasing preparation, test reporting, PA duties, visitors, estates issues, Reward & Recognition Award records, absence records, equipment/asset register and Fixed Asset verification, 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 (ISO9001 and ISO17025) to ensure compliance.

**Recruitment **- when vacancies arise.**
- Work with the vacancy holder and local People Team to provide advice/support on the recruitment system from initial request to fill a vacancy through to appointment.
- Manage the Oracle SOP ‘New Starter’ process with the vacancy holder, including procuring IT kit and i-phones.
- Ensure monitoring Excel spreadsheets are regularly and correctly updated to inform other areas of the business.

**People & Communication**
- Supervise one AO staff.
- Ensure consistent communication flow with local Business Manager, Science Admin Manager, Head of Department,
Lead Scientists, 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.

**Responsibilities**
- Department financial administration
- Purchasing processes
- Internal recruit

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