BioSS Administrative Assistant

Main Purpose of Job

Administrative support to the BioSS Administrative Officer and the BioSS Research Operations Manager as well as BioSS staff

Salary on first appointment is normally at the bottom of the scale, although in exceptional circumstances an appointment further up the scale may be considered.

Main Duties of Postholder

Administrative duties:
Support organisation of company’s meetings and events including ordering catering, preparing ID badges and printing documentation

Provide support to:
the Administrative Officer – deputising for this post

the Research Operations Manager

the Director when in Edinburgh

the Training Coordinator for the face-to-face courses – book venues, contact attendees, ensure that current software is installed on the machines, prepare training certificates for BioSS course attendees

BioSS social media team by collating information on papers and activities

Maintain and update the BioSS outputs database, including checking details for refereed publications

Organise events within BioSS – contacting venues, hotels, catering companies and gathering staff responses.

Update and maintain records and files – invoices, timesheets and other as required

Enter staff timesheets into the online financial system

Carry out H&S checks and ensure that relevant H&S, First Aid and information is up to date and displayed at the Edinburgh site

Order goods and services, maintaining stationery supplies

Update noticeboards (at the Edinburgh office and on the BioSS Intranet)

Undertake general office duties including photocopying, processing mail, reception duties, data input, word processing, printing address labels, arranging for poster production

Person Specification

Education/Experience/Skills

Essential

A higher or equivalent in a quantitative subject

The ability to work independently and as part of a team

Competence in Word and Excel (e.g. able to write documents, manage spreadsheets,…)

Evidence of use of modern computer software (e.g. MS365, Miro, travel booking systems,…)

Evidence of good written (e.g. emails, letters) and verbal communication

Desirable

Relevant work experience

A University degree

Other Skills and Qualities

Punctuality, precision, and attention to details

Demonstrable enthusiasm and initiative

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.