Administrative Operations Coordinator

3 weeks ago

Weybridge, Surrey, United Kingdom Animal and Plant Health Agency Full time

Position Overview

Are you proficient in communication and enjoy a dynamic work environment? Do you excel under pressure and meet tight deadlines? If so, we invite you to consider this opportunity

In this role, you will report to the Admin Team Lead (ATL) and provide essential administrative assistance to the Head of Department, Business Manager, Quality Manager, ATL, and other team members, ensuring the smooth operation of the science department.

The Animal and Plant Health Agency (APHA) serves as an executive agency under the Department for Environment, Food & Rural Affairs, collaborating with the Scottish and Welsh Governments. Our diverse workforce of over 3,000 dedicated professionals is committed to delivering research, guidance, and support to the UK Government, focusing on the protection of animal, public, and plant health for the benefit of the environment and economy.

The Science Directorate (SD) is dedicated to producing high-quality, impactful, and relevant multidisciplinary science. Our team is diverse, talented, and motivated to achieve innovative results.

Key Responsibilities

Your primary responsibilities will include providing administrative support and operational expertise to various science colleagues, including the Admin Team Lead, Business Manager, Quality Manager, and Head of Department. You will proactively manage procurement, financial inquiries, and administrative requests. Your tasks may involve:

  • Utilizing Oracle SOP i-procurement systems for purchase requisitions, invoice processing, and credit note management.
  • Data entry and manipulation using Excel.
  • Maintaining files and logbooks, acting as the Departmental Local Records Officer.
  • Compiling reports, scheduling meetings, and taking minutes.
  • Managing departmental shared mailboxes and processing incoming correspondence.

Additionally, you will be expected to adhere to relevant quality standards and contribute to overall departmental compliance.

Procurement & Financial Duties

  • Overseeing the SLSD Procurement Mailbox.
  • Creating purchase requisitions, receiving orders, and processing invoices for payment using Oracle SOP i-procurement system.
  • Conducting regular stock assessments to ensure adequate levels of stationery and supplies.
  • Processing foreign payments and setting up new suppliers using specialized forms.
  • Assisting the Line Manager (ATL) with monthly financial tasks, fixed asset processes, and equipment registers.

Records Management

  • Serving as the Local Records Officer.
  • Registering files and logbooks in the electronic records management system (CRMS).
  • Closing and archiving files in accordance with quality standards and agency protocols.
  • Entering data into databases using Excel and specialized software.

Departmental Support

  • Providing administrative support to the Test Validation Team, including monitoring mailboxes and maintaining validation data archives.
  • Managing user requests and quality checks on reports to ensure compliance.
  • Assisting with the Master Test Schedule administration.
  • Coordinating meetings, booking rooms, and distributing calendar invitations.
  • Utilizing travel booking systems for arranging travel logistics.
  • Performing filing, scanning, photocopying, and other ad-hoc administrative tasks.
  • Updating departmental organograms and contact lists.
  • Supporting other SD departments with administrative tasks as needed.

Candidate Profile

Skills and Qualifications

  • Proficient in MS Excel and Word.
  • Experience with One Drive, MS Teams, and SharePoint Online.
  • Understanding of procurement processes.
  • Familiarity with Oracle business accounting software or similar systems.
  • Highly organized with strong record-keeping abilities.
  • Ability to prioritize multiple tasks effectively.
  • Strong written and verbal communication skills.
  • Experience in an office environment.

Behavioral Competencies

During the selection process, candidates will be assessed on the following behaviors:

  • Collaboration
  • Efficiency
  • Adaptability

Benefits

In addition to a competitive salary, the Animal and Plant Health Agency offers a comprehensive benefits package, including contributions to a pension scheme, generous annual leave, staff bonuses, and various employee discount programs. We are committed to supporting your professional development and personal well-being, ensuring a positive work environment.

Upon joining, you will participate in an induction program designed to familiarize you with our organization, policies, and procedures. Your line manager will work with you to establish your priorities and create a tailored performance and development plan.

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