Admin Officer

2 weeks ago

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

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

- 264580**Salary**:

- £25,344- Pro-rata salary for job share**Job grade**:

- Administrative Officer**Contract type**:

- Permanent**Business area**:

- Science Evidence, Engagement and People Team, Science Strategy and Planning, Science Directorate**Type of role**:

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

- Full-time, Job share, Part-time**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**:
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 2,000 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 delivers high quality, high impact and highly relevant multidisciplinary science. Our People are diverse, talented, engaged and inspired to deliver innovative outcomes. Staff are respected, included, supported and engaged. The Science Strategy and Planning Department provide strategic direction and support across this Directorate. The department has a wide breadth of supportive functions including science project management and science relationship management. This role sits within the Science Evidence, Engagement and People team.

Our team assist these staff in all people related matters including Recruitment, apprenticeships, events, CIP visits, minute taking at various meetings and learning and development.

Main purpose will include:

- Assisting the People Lead, Deputy and Assistants and management for the Science, Strategy and Planning Department and across Science Directorate.
- Providing administrative support to the Science Evidence, Engagement and People team (SEEP) and SSP department staff in day-to-day activities. Act as a shared admin resource as part of the wider Science Directorate admin team, if required.
- Ensuring the department records and own work comply with Quality Standards ISO9001 and ISO17025
- Responsible for data entry and updating multiple spreadsheets daily for data used for reporting.

**Job description**:
Whilst this post sits in the Science Evidence, Engagement and People team (SEEP), additional generic Admin Officer posts in other departments (based at Weybridge) may be added to this recruitment undertaking general admin roles, supporting managers in various tasks such as typing, collating reports, maintain Excel data bases and MI, setting up meetings, escorting visitors, managing mailboxes, PO orders and other tasks as and when required (all of which are also part of general admin roles).

**HR Polices **-** **To work closely with the People Lead, and Assistants, SSCL and GRS to support, advise and interpret polices for staff and their managers. Ensure any issues with polices are fed back to SSCL, Defra and HR etc where appropriate. Proactively ensure issues and anomalies are queried and resolved. Follow APHA Health & Safety policies to ensure a safe working environment.

**Leavers/extensions **- Ensure vacancy holders have taken timely action for staff who are leaving APHA. Ensure vacancy holders have completed ERAs to extend FTA/Loans/TARAs where appropriate in a timely fashion to take action via the People Lead.

**If cover is required on Learning and Development (L and D) **- Assisting the People Lead Assistant in L and D requirements in organisation of courses including Zoom bookings/face to face courses, setting up rooms, meeting trainers, sending out joining instructions. Look to research any other specific training requirements. Assisting in reviewing any feedback forms and MI information.

**Procurement/Finances **-** **Raise requisitions to generate Purchase Orders for recruitment and L and D and recruitment and ensure payment is made by checking Oracle and sending to accounts. Liaise with relevant parties to ensure made aware of PO.

**High security administration **-** **To assist with extra administration to ensure higher security forms and spreadsheets are updated not only for renewals but where extra resource required due to the volumes of extra recruitments.

**APHA Science Communications Support **- Provide administrative support to the Science, Evidence, Engagement and People team. Help to prepare the Science Comms dashboard on a monthly basis. Assist with circulation of regular Science comms documentation (Lead Scientist brief reminders etc.) monthly. Monitor the design mailbox and help with poster printing and ordering of consumables when necessary.

**General responsibilities**:

- Organise meetings, consulting senior staff calendars, booking rooms, organising visitor passes and sending out calendar invites.
- Meeting minutes an

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