Job Description

• To provide general administrative and data analysis support to
• Project Managers delivering the Animal Health Sciences Building,
• Laboratory Information Systems and site strategic projects within the
• Veterinary Sciences Division, Agri-Food and Biosciences Institute.

General Admin support tasks as appropriate.
Document management:

1. Formatting documents for distribution, presentations / meetings etc.
2. Collating & tabulating returned information.
3. iArchiving records.
4. Transferring live & archive documents to EDRMS including identification of site strategic documents.
5. Annotation of maps and creation of documents as directed.

Information management:

1. Minute taking at meetings and workshops.
2. Following up on requests of information with internal and external stakeholders including design teams.
3. Tabulating returned information and archiving records.
4. Updating of issues logs.
5. Directed research and information collation of site strategic information.
6. Updating displayed layouts of new building (Stage 4).

Stakeholder Management:

• Stakeholder engagement (internal & external) with AFBI, CPD, ICT, DAERA, NIEA, Island Proj Team, contractors for e.g. Schedule stakeholders meetings & workshops on behalf of HoSP, AHSB & LIMS PMs.

Required Knowledge, Skills, and Abilities

Qualification in business management, business studies, IT or scientific background would be an advantage. Strong organizational and administrative skills with a solid knowledge of office procedures. The ability to priorities tasks and manage own workload. A strong attention to detail is essential. The applicant must be proficient in MS Office, including MS Outlook, MS Word, MS Excel and MS PowerPoint, familiar with electronic records document management systems and be willing to demonstrate this upon appointment. Must have experience of data analysis or data input using Microsoft Office software and management of spreadsheets. The applicant must have the ability to: Primary role will be the maintenance of accurate datasets for individual projects. The efficient retrieval and analysis of datasets via the use of spreadsheets and electronic data management software. Organize and maintain filing systems on EDRMS for the storage of important and confidential documents. Ensure relevant electronic and hard copy records are kept up to date and filing and retrieval system is effective. Assist in the preparation and formatting of MS presentations and reports as assigned by project managers. Coordinate the arrangement of in-house, external meetings, workshops and events for senior staff. This includes the maintenance of calendars and schedules. Coordinate and implement the production and distribution of information and briefing papers, taking and typing minutes of meetings and follow up on enquiries and action points raised. Perform standard administrative office duties, e.g. photocopying, binding, answering phones, transcribing notes.