Administration Officer x 3

We are recruiting 3 Administrative post based in Peterborough or Aberdeen. Administrative staff are based either within the Administrative Services team or with the other corporate services teams (HR, and Governance and Accountability).

Post Duties could include

• Arranging travel and accommodation for members of the Executive Leadership team and Joint Committee.
• Assisting with the organisation of meetings and events and providing support during these
• Using the Finance system for payment of invoices
• Checking travel and subsistence claims, entering claims onto the finance system.
• Updating information on the intranet or SharePoint Sites
• Proof reading and formatting documents

Inverdee House (IH) Aberdeen office specific-

• Assisting Office Manager as required in all relative office administrative functions relating to the running, security, health, and safety of the office
• Support JNCC IH Office Manager with Environmental work for ISO 14001 and Defra sustainability reporting
• Providing cover for the office manager
• Undertaking health and safety roles including First Aid and Fire Marshal duties
• Provide backup for IT carrying out tape changes and provision of IT equipment for staff and meetings as required
• Provide local DSE assessor support
• Managing office mail and shipments to support staff and dispersed working
• Provide basic training to new staff on systems and processes such as travel and finance.
• Assist as required with the work involved in relation to dispersed working
• Providing back up and assistance to all other staff and teams as required
• Any other duties as may be necessary

HR specific-

• Providing a recruitment service, including uploading vacancies on to an Applicant Tracking System and placing adverts, carrying out all recruitment administration processes within agreed guidelines and timeframes, ensuring application forms and the further particulars are dispatched, board papers are prepared, and recruitment files and the tracking spreadsheet are maintained.
• Ensuring that all necessary actions, documentation and general administrative tasks are completed for new starters and leavers.
• Covering the HR and Recruitment inbox as part of a rota
• Processing monthly payroll information
• Entering data onto the HR System (OpenHR) and providing information / management reporting where necessary

Governance and Accountability specific -

• Collation and presentation of information/data as directed by the Personal Assistants.
• Providing annual leave cover, including diary management, email management and secretariat duties, for the Personal Assistants.
• Assisting with tasks as directed by the Senior Personal Assistant.

Technical
To be a successful candidate you will have:

• experience of using Microsoft office applications/survey tools/internal website applications
• general administrative experience

Experience
To be a successful candidate you will have:

• experience of working within a busy team
• the ability to work well under pressure to deadlines
• a keen eye for detail, ensuring any mistakes or inconsistencies are rectified
• the ability to deal tactfully and professionally with people
• an organised approach to managing own work and conflicting demands
• the ability to complete complex administrative tasks with minimal supervision

Behaviours

• Delivering at Pace
• Managing a Quality Service
• Making Effective Decisions

If we receive a large volume of applications, we reserve the right to conduct the sift based on the Lead Behaviour of Delivering at Pace

Please see the CS Behaviours framework for more details at this grade (Level 2 – EO or equivalent):
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf

Hours of work
Normal minimum hours of attendance for full time posts are 36 hours per week over a 5-day period, Monday to Friday. Flexi time is available. This post may also be suitable for job share.

Annual Leave Entitlement
The annual leave allowance is 25 days per year, rising to 30 days per year after 5 years service. There are also 12 days public and privilege leave. Part time staff will receive this on a pro rata basis.

Interviews
The closing date for this post is 23:55 on Wednesday, 30 June 2021
The anticipated interview date is week commencing Monday, 12 July 2021

To apply please visit the Civil Service Jobs website. Please be aware that at this time interviews may take place either over the phone or by video conference.

Proud member of the Disability Confident employer scheme