BUSINESS ASSISTANT

Job Description

BUSINESS ASSISTANTUKRI - NERC - BGSThis role will be based at the BGS Offices in Edinburgh, which are situated on the Heriot-Watt University campus.UKRI Pay Band BSalary range is £20,129 to £21,879 per annum (depending on qualifications and experience)Full-time - 37 hours a week (some flexible working options may be available including hybrid working, which BGS is currently trialling - however, regular on-site attendance will be required for this role)Permanent appointmentAbout usThe British Geological Survey (BGS) is an applied geoscience research centre that is part of UK Research and Innovation (UKRI) and is affiliated to the Natural Environment Research Council (NERC). It is a world leading geological survey whose core missionis to inform government of science related to the subsurface and to undertake applied research to solve earth and environmental issues, both in the UK and globally. It is funded directly by UKRI, as well as through research grants and private sector contracts.BGS has an annual budget of approximately £60 million and employs 650 people. It has two main sites: a head office in Keyworth near Nottingham, and the Lyell Centre, which is a joint collaboration with Heriot Watt University in Edinburgh. BGS works withmore than 150 private sector organisations, has close links with 40 universities, and sponsors approximately 100 PhD students each year.About the roleBGS is looking for a highly motivated and professional Business Assistant to join the Multi-Hazards & Resilience science Challenge Area.The Business Assistant will provide comprehensive and proactive administrative support to the Chief Scientist and/or other Science Directors, the Challenge Programme Manager and a team of staff, enabling colleagues to carry out their roles as effectivelyas possible.You will undertake a wide variety of administrative tasks, including the use of a range of software packages and IT systems, working flexibly to facilitate the projects, events, meetings and other priorities of the business area.Working independently on day to day tasks, you will support and be supported by a small team of Business Assistants covering the other BGS business/science areas and this will be overseen by a Business Assistant Group Facilitator. The specific duties andresponsibilities for this role will include:

• Diary Management - including booking/cancelling/re-arranging as necessary and acting as a gatekeeper.
• Arranging travel and accommodation and providing itinerary packs for those travelling, and supporting travel and subsistence claims as required.
• Development and maintenance of spreadsheets and using existing databases as needed.
• External events and internal meetings, including booking venues and catering, drawing up agendas, prompting follow up on agreed actions and providing reception duties at external events.
• Taking minutes including occasional coverage of line manager meetings.
• E-mail management for senior manager(s) as required, including recognition of urgent issues and raising/progressing them as necessary.
• Production and formatting of documents (letters/reports etc.).
• Ordering goods e.g. stationery/equipment/ PPE stock.
• Raising of purchase orders and general finance management where procurement limits allow. Data entry/extraction and monitoring and payment of invoices.
• Project budget monitoring - accessing the relevant systems for staff allocations and expenditure commitments reports.
• Other general administrative duties and record keeping on an ad-hoc basis e.g. supporting/covering for other Business Assistants.

About youYou will be educated to at least A level equivalent standard and/or have relevant comparable work experience of providing high-quality support with at least 12 months in an administrative or secretarial role. Relevant qualifications in customer serviceand/or business administration (e.g. NVQ level 2 or 3 in business administration) would be highly desirable.You will have effective and professional verbal and written communication skills and be able to communicate with people at all levels in a clear and concise manner.We are specifically looking for candidates who feel confident and comfortable in the use of spreadsheets and in handling (sometimes complex) financial information and/or a willingness to develop these skills further.Please also refer to the specific essential and desirable skills criteria for this post.What we offerA generous benefits package is also offered, including a very competitive pension scheme, 30 days annual leave plus bank holidays, free parking and access to flexi-time.We also offer the Bike to Work scheme, health and wellbeing support, social clubs and on-site sports facilities.All staff have access to a platform of learning and development opportunities and where appropriate to the role, technical/specialist training.BGS provides a range of flexible working options including flexible working patterns, compressed hours and home working so if you have a need for flexibility, please raise this in the recruitment process when your needs, balanced with the requirements ofthe role, will be fully considered.Please note that any internal BGS staff applying for this post would, if successful, be appointed to new UKRI Terms and Conditions and pay.How to applyApplicants are required to include a cover letter outlining their suitability for this role. We would stress the importance of this paperwork in our selection process.A well thought through application addressing the advertised essential and desirable criteria for the post will be considered far more favourably than a generic covering letter and CV.Applications are being handled by UK Shared Business Services. To apply, please click apply.The closing date for receipt of applications is 8th May 2022. Interviews are expected to be held May 2022.