Administrative Support

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

- 342038**Salary**:

- £27,245- Pro-rata salary for job share- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Administrative Officer**Contract type**:

- Permanent**Business area**:

- APHA - Science - Science Directorate**Type of role**:

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

- Flexible working, 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**:
Do you want a role safeguarding standards of animal and plant health and welfare?

Do you have excellent communication skills?

Do you thrive in a fast-paced, changing environment?

Do you enjoy working to tight deadlines?

If so, we would love to hear from you

Under the lead of the department Admin Team Lead (ATL), the post holder will provide administrative support to the Head of Department, Business Manager, ATL and departmental staff in the day to day running of the science department.

**Job description**:
In this role, you will provide administrative support and operational expertise to science colleagues, Admin Team Lead, Business Manager and Head of Department, proactively manage purchasing, financial and administrative requests and queries. Your work may include using Oracle SOP i-procurement systems to raise purchase requisitions, processing invoices and credit notes; using Excel for data entry and manipulation; booking meetings and rooms; sending MS Teams invitations; compiling reports; minute taking; scanning, photocopying and other general administrative duties. You will be expected to comply with relevant quality standards in your daily work as well as support and contribute to overall departmental compliance.

Duties may include and are not limited to:
**Procurement & Finance**
- Using Excel and Oracle systems to process industrial gas and courier invoices.
- Using Oracle SOP forms to make CHAPS payments, process foreign payments, set up new suppliers.
- Create purchase requisitions, receipt orders, process invoices for payment.
- Carrying out regular stock checks to maintain appropriate stock levels of stationery and consumables.
- Filing order paperwork and delivery notes correctly and acting as a problem solver for any delivery issues.
- Assist ATL with financial tasks e.g., monthly housekeeping, fixed assets process, equipment register.

**Department Support**
- Monitor a shared mailbox.
- Organise meetings, booking rooms and sending out calendar invites. Minute-taking.
- Using Excel for data entry to support recruitment records, and to compile simple departmental reports, e.g., Gifts & Hospitality return, staff lists.
- Using travel booking system to book flights, hire cars, trains, and hotels.
- Updating departmental organograms (Visio)
- Meet and greet visitors, handle interviewee ID document.
- Filing, scanning, photocopying, incoming post distribution & other ad-hoc duties.
- Any other work to assist the department as and when called upon.
- Use transferable skills to support other Science Directorate department with admin work.

**Person specification**:
**Required skills and experience**:

- Good MS Excel and Word skills
- Good written English with ability to take minutes and prepare actions logs capturing salient points.
- Understanding purchasing processes
- Familiarity with Oracle business accounting software or similar purchasing systems
- Knowledge and experience of using One Drive, MS Teams and SharePoint Online
- Ability to communicate and interact effectively with senior leaders.
- Highly organised with excellent electronic record keeping skills.
- Ability to balance and prioritise multiple tasks with competing deadlines.
- Previous experience in office environment.
- A valid UK driving licence, or the ability to call on a reliable alternate means of transport.

**Behaviours**:
We'll assess you against these behaviours during the selection process:

- Working Together
- Delivering at Pace
- Changing and Improving
- Communicating and Influencing
- Working Together

**Technical skills**:
We'll assess you against these technical skills during the selection process:

- An Excel test will be required at interview.

**Benefits**:

- Alongside your salary of £27,245, Animal and Plant Health Agency contributes £7,356 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.Inclusion, support, and the development of our people matter to us. We aim to support the career and personal wellbeing of everyone in APHA. Our benefits include:

- Learning & Development tailored to your role (apprenticeships, formal qualifications, online and face-to-face learning)
- Generous annual leave in addition to Bank Holidays (25 days rising to 30 days after five years)
- A contributory Civil Service pension
- Merit bas