Administrative Support Officer

In this administrative role, under the direction of the department Admin Team Lead (ATL), you will provide vital administrative support to the Head of Department, Business Manager, ATL and other departmental staff in the day-to-day running of the Pathology & Animal Sciences department. You will provide administrative support and operational expertise to science colleagues, Admin Team Lead, Business Manager and Head of Department. You will proactively handle purchasing, financial and administrative queries, and requests. 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; registering files and logbooks; acting as Departmental Local Records Officer; compiling reports; booking meetings and rooms; minute taking; scanning, photocopying and other general administrative duties. You will be expected to comply with relevant safety and quality standards as well as support and contribute to overall departmental compliance. Duties may include all or some of the below, and are not limited to: Purchasing & Finance

• Create purchase requisitions, receipt orders, process invoices for payment, troubleshooting using Oracle SOP i-procurement system
• Liaising with suppliers to place orders, track deliveries and troubleshoot as required
• Carrying out regular stock checks to maintain appropriate stock levels of stationery and consumables
• Use bespoke forms to process foreign payments, set up new suppliers, make same-day urgent payments
• Use Excel to track and analyse financial data
• Filing order paperwork and delivery notes correctly, and acting as a problem solver for any delivery issues
• Assist line manager (ATL) with financial tasks - monthly housekeeping, fixed assets process, equipment register, raising journal requests
Records and Files
• Acting as Local Records Officer
• Creating and registering files and log books on the electronic records management system
• Closing and archiving files in accordance with quality standards and agency procedures
• Managing departmental publishing processes for controlled content and sending out review reminders
• Database entry using Excel and bespoke software e.g. scientific equipment/asset database, recruitment tracker, staff lists
Department Support
• Monitor a shared mailbox
• Compiling departmental reports, e.g., governance returns, stock lists, consumable logs
• General point of contact for queries from the Senior Management Team and scientists
• Organise meetings, book rooms and send out calendar invitations.
• Minute-taking
• Using travel booking system to book flights, hire cars, trains and hotels
• Filing, scanning, photocopying, incoming post distribution, and other ad-hoc duties
• Provide data entry support on the recruitment system
• Updating departmental organograms and contact lists
• Meet and greet visitors, following relevant visitor procedures and handle interviewee ID documents
• Develop and maintain relationships with key staff both inside and outside of the department.
• Any other work to assist the department as and when called upon
• Use transferable skills to support other SD departments in admin work when required
  
  Can you work on your own initiative as well as working within a team?
Are you an excellent communicator who enjoys helping others?

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 3,000 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. APHA is a brilliant place to work where our people feel valued, have a voice and can be their authentic selves. We value difference and diversity, because it helps us be more innovative and make better decisions. We are dedicated to being an inclusive employer, offering equitable opportunities for all individuals. Our goal is to build a diverse workforce, and we hope to attract applications from all backgrounds and underrepresented groups. The Science Directorate (SD) delivers high quality, high impact and highly relevant multidisciplinary science. Our People are diverse, talented, engaged and inspired to deliver innovative outcomes.