Executive Assistant & Office Manager

Animal & Plant Health Agency; City of Westminster; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A government agency in the UK is seeking an administrative support officer to enhance the delivery of proficiency testing products and services for veterinary laboratories globally. The successful candidate will provide administrative and customer service support, manage enquiries, prepare shipping documentation, and maintain compliance with ISO standards. This full-time position involves some remote work flexibility and requires periodic travel. Strong communication and organizational skills are essential for this role.

Qualifications

• Proficient written and verbal communication skills are required.
• Highly organised with excellent electronic record-keeping abilities.
• Experience with customs and shipping documentation is necessary.

Responsibilities

• Provide administrative support to veterinary laboratories worldwide.
• Manage customer enquiries through email and phone.
• Prepare shipping documentation for biological materials.
• Ensure adherence to ISO standards and safety procedures.

Skills

Good written and verbal communication skills

Organisational skills

Data-entry skills

Proficient with MS Excel, Word, One Drive, Teams and SharePoint Online

Experience handling customs and shipping processes

Ability to balance multiple tasks

Job description

About the VETQAS PT Programme

Proficiency testing (PT) is essential in veterinary diagnostics and supports laboratory accreditation to ISO 17025. VETQAS is a world leader in veterinary PT covering many diseases, species and tests, and works with the Science Directorate of the APHA to safeguard animal health and public health worldwide.

Role Overview

As an administrative support officer, you will support the delivery of PT products and services to veterinary laboratories worldwide, working independently and as part of a team to perform administrative and customer‑service duties, coordinate shipping, and improve work processes.

Key Responsibilities

• Provide administrative and scientific support to staff and customers.
• Receive and reply to email and telephone enquiries related to customer contracts and shipping.
• Prepare customs proformas, export/import documents and other paperwork for shipping biological materials.
• Assist with preparation, labelling, packaging and distribution of PT samples.
• Maintain accurate, up‑to‑date records and monitor customer activity reports and spreadsheets.
• Adhere to Standard Operating Procedures and ISO standards; maintain safety, health and wellbeing procedures.
• Coordinate purchasing, finance and administrative requests with the Admin Team, ATL, Business Manager and Head of Department.

Qualifications & Experience

• Good written and verbal communication skills.
• Highly organisational, excellent electronic record‑keeping and data‑entry skills.
• Proficient with MS Excel, Word, One Drive, Teams and SharePoint Online.
• Experience handling customs, export/import documentation and shipping processes.
• Ability to balance and prioritise multiple tasks with competing deadlines.
• Experience working with veterinary or laboratory information systems is advantageous.
• Health‑and‑safety compliant; able to use two flights of stairs safely.

Working Conditions

• Full‑time, Monday to Friday; some duties may be performed from home by agreement, but the role will require presence at the APHA site in Sutton Bonington.
• Periodic travel within the UK and overseas.
• No access to a lift, so physical fitness to use two flights of stairs is required.

Travel & Visa

Defra does not sponsor the UK Visa & Immigration Skilled Worker License. Applicants must have right to work in the UK.

EEO Statement

All decisions in the selection process will be made in an equal‑opportunity manner according to the statutory requirement for public sector employment. The CPB Act requires that the role complies with all statutory equality obligations. Potential candidates who are disabled, parent or carer and have particular support/accommodation needs must notify recruiting services early.