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Office Administration Specialist
2 months ago
Position Overview
Are you proficient in communication and adept at managing tasks in a dynamic environment? If you possess a knack for meeting tight deadlines, we invite you to explore this opportunity.
In this role, you will work under the guidance of the Admin Team Lead (ATL) to deliver comprehensive administrative assistance to the Head of Department, Business Manager, Quality Manager, ATL, and other departmental personnel, ensuring the smooth operation of the science department.
The Animal and Plant Health Agency (APHA) operates as an executive agency under the Department for Environment, Food & Rural Affairs, collaborating with the Scottish and Welsh Governments. Our dedicated teams, comprising over 3,000 skilled professionals, unite to provide research, guidance, and support to the UK Government, safeguarding animal, public, and plant health for the benefit of the environment and economy.
The Science Directorate (SD) is committed to delivering high-quality, impactful, and relevant multidisciplinary science. Our workforce is diverse, talented, and motivated to achieve innovative results.
Key Responsibilities
Your primary duties will include offering administrative support and operational expertise to science colleagues, the Admin Team Lead, Business Manager, Quality Manager, and Head of Department. You will proactively manage procurement, financial, and administrative inquiries and requests. Responsibilities may involve:
- Utilizing Oracle SOP i-procurement systems for purchase requisitions, invoice processing, and credit note management.
- Data entry and manipulation using Excel.
- Registering files and maintaining logbooks.
- Acting as the Departmental Local Records Officer.
- Compiling reports and organizing meetings.
- Taking minutes and performing general administrative tasks.
- Managing departmental shared mailboxes and processing incoming correspondence.
Procurement & Finance Duties
- Overseeing the SLSD Procurement Mailbox.
- Creating purchase requisitions and processing invoices for payment.
- Conducting regular stock assessments to maintain appropriate inventory levels.
- Utilizing bespoke forms for processing foreign payments and setting up new suppliers.
- Assisting the Line Manager (ATL) with monthly financial tasks.
Records Management
- Serving as the Local Records Officer.
- Registering files and logbooks within the electronic records system (CRMS).
- Closing and archiving files in compliance with quality standards.
- Database entry using Excel and specialized software.
Departmental Support
- Providing administrative support to the Test Validation Team.
- Monitoring the ADTS mailbox and managing user requests.
- Supporting the Master Test Schedule administration.
- Assisting with debtor inquiries.
- Coordinating meetings and travel arrangements.
- Performing filing, scanning, and photocopying tasks.
- Updating departmental organograms and contact lists.
- Utilizing transferable skills to assist other departments 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.
- Capacity to prioritize multiple tasks effectively.
- Excellent written and verbal communication skills.
- Ability to engage with senior leadership.
- Previous experience in an office setting.
Behaviors
During the selection process, candidates will be evaluated on:
- 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, and opportunities for personal development. We are committed to supporting the career and personal well-being of our employees.
All employees are encouraged to develop their skills and capabilities through tailored training and induction programs.
