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Administrative Assistant

4 months ago

Dundee, United Kingdom The James Hutton Institute Full time

James Hutton Ltd, the commercial subsidiary of the James Hutton Institute, is looking to recruit an Administrative Assistant to provide administrative support to the Licensing Manager and other senior JHL Managers.

When it comes to quality of life, it is hard to beat living in Scotland. With easy access to stunning mountain and coastal scenery as well as a thriving arts and culture scene, Dundee was ranked in the top 10 European destinations by Lonely Planet and the UK’s coolest city by GQ Magazine. We also include a very attractive pension and flexible working conditions. So, when you are stuck in traffic commuting to your current job, give a thought to working with us, it could be the best decision you ever make.

Main Purpose of Job

The role will provide administrative support to the Licensing Manager and other senior JHL Managers. 

Main Duties of Postholder

  • Provide administrative support to the Licensing Manager as required including:
    • Preparation of NDAs, Supply of Services Agreements, Licence Agreements etc,
    • Provide database administration support for agreements, licenses, contracts etc.
    • Preparation of invoice request forms (Dundee and Aberdeen)
    • Assisting with issue and returns of royalty forms
    • Completion of forms for plant variety rights and patents

Person Specification

Education/Experience/Skills

Essential

  • HNC
  • 5 years’ experience working as an administrator
  • Excellent numeracy skills
  • Excellent communication skills
  • Excellent customer service skills
  • Ability to produce written reports, legal documents and financial reports
  • Notetaking, producing records of meetings
  • Information storage and retrieval

Desirable

  • HND
  • 10 years’ experience working as an administrator
  • Experience of working with patent agents / lawyers or equivalent
  • Use of databases and excel spreadsheets

Other Skills

  • Ability to problem solve, work on own initiative and work independently.
  • Work as a team member and contributing to the overall development of the company and colleagues.
  • Ability to prioritise and work to deadlines.
  • A customer service approach to the post is crucial as well as the ability to be diplomatic, understanding, fair and firm and confident.
  • A willingness to learn and listen.

Benefits offered

  • Employee Assistance Programme (EAP) - A confidential service available to support employees and their families with work or personal problems. Providing access to professional counsellors, psychologists, and work-life consultants available to help and support individuals in tackling all types of problems.
  • Annual Leave – Generous entitlement up to 40.5 days a year, with carry over possible and guaranteed time-off for Christmas.
  • Pension - Employer Contribution of 15% in a Personal Pension Plan and employee contribution flexibility.
  • Self-managed hours and Flexible Working – option to manage and spread your working time in line with organisational needs to create a healthy work life balance.