BioSS Administrative Assistant

Job description

Purpose of the post

• Administrative support to the BioSS Administrative Officer and the BioSS Admin Team as well as BioSS staff

Main responsibilities of the post

Administrative duties:

• Enter staff timesheets into the online financial system
• Provide support to:
  • the Administrative Officer – deputising for this post
  • the Admin Team, including support to BioSS Executive
  • 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
• Maintain and update the BioSS outputs database, and support the Admin Team in collating annual metrics for Funders
• Update and maintain records and files, including keeping tidy BioSS Admin drive, updating of contracts list and SharePoint/Teams spaces as required
• Support organisation of company’s meetings and events including contacting venues, ordering catering, preparing ID badges and printing documentation
• Carry out H&S checks and ensure that relevant H&S, First Aid and information is up to date
• Order goods and services, maintaining stationery supplies
• Update noticeboards and support input to BioSS Intranet
• Undertake general office duties including photocopying, processing mail, reception duties, data input, word processing, printing address labels, arranging for poster production

Grade, starting salary, duration, and location

• This post will be offered at Hutton Level 2. This is a permanent appointment.
• Location for this post is flexible; the post-holder will be expected to spend time at one of the BioSS offices at the University of Edinburgh, Invergowrie, or Craigiebuckler each week, but we offer a very flexible working approach where a degree of working from home is encouraged.

Knowledge, skills and experience

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

How to apply for this post

Potential applicants are encouraged to contact Chris Ashworth (chris.ashworth@bioss.ac.uk) to discuss this position. For further information and to apply on-line, please click the above “Apply” button.

The application process involves creating an account and uploading personal details along with:

• a CV, including as a minimum your education and employment history plus relevant scientific achievements;
• the names and addresses of three referees, one of whom must be your current employer;

The closing date for applications is 9^th April. Interviews will be held either online or in-person.

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.

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