Administrative Officer

Location

Inverness, Highland | United Kingdom

Job description

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, not only because we believe it is the right thing to do, but because it will help us be more innovative and make better decisions.

Do you have excellent communication skills? 

Do you thrive in a fast-paced, changing environment? 

Do you enjoy working to tight deadlines? 

If so, we would love to hear from you!

We have an exciting opportunity for 10 enthusiastic and motivated individuals to join the Scotland Field Delivery team as Administrative Officers. You will have a positive approach, be detail focused, enjoy the challenge of working at pace with a good level of personal responsibility and have a commitment to learn and develop.

These role are a unique development opportunity. These are ideal positions for able and ambitious individuals who are looking to expand and refine their skill set in a demanding environment.

You will be working in a friendly and supportive team in a reactive and varied role. The positions are customer facing and will suit those who have an ability to communicate well to a diverse group of customers. You will be engaging with a broad range of partners and forming relationships with colleagues across the wider Defra team. These roles will provide significant opportunities to develop your own skills and future career.

You will be expected to provide support to managers and frontline staff by undertaking transactional work in a particular area.

The role involves a wide range of work including, but not limited to, the following:

Delivery

• Interacting with teams across Scotland supporting the delivery of the core function of the Business Unit in accordance with established time scales and performance targets.
• Ensuring accurate records are kept and updated accordingly, data input using various IT systems in accordance with APHA Data.
• To understand, identify and escalate any issues to your Line Manager which may affect delivery. 
• Responding with energy and commitment to take on additional tasks that may be outside the normal day to day duties.

Administration

• Proactively taking responsibility for a set of administrative procedures (e.g. mailbox/telephone enquiries, processing paperwork); ensuring actions are carried out in accordance with the procedures and within the necessary timescales whilst having a resilient and flexible approach.
• Providing various office administrative and business support duties to the immediate and when required wider team including meeting organisation, minute taking, maintaining distribution lists, training course organisation, mailbox monitoring.
• Occasionally providing administrative support and/or secretariat duties to the senior leadership team (e.g. diary management, travel arrangements, managing key information flows through mailboxes.)
• Answering and processing queries by telephone and email and actioning any follow-on procedures generated (e.g. updating customer record, updating databases, producing paperwork).
• Continually reviewing procedures in your work area and identifying any efficiencies or improvements.

Customer Service

• To liaise with and provide high quality customer service to internal and external Stakeholders, Delivery Partners, and Customers to understand and appreciate their needs and requirements.
• Arranging removal of diseased animals to an abattoir, liaising with farmers and their agents overcompensation valuations and payments (TB operational Delivery roles only).
• Liaising with laboratories over test results (TB Operational Delivery role only).
• Responding to requests from the public for information and guidance and providing accurate and timely information to our customers.

Job tags

Salary

£23.81k per annum