BioSS Administrative Assistant

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Salary £20,972.00- £26,767.00

Location: Edinburgh

The Vacancy

Main Purpose of Job

  • Administrative support to the BioSS Administrative Officer and the BioSS Research Operations Manager as well as BioSS staff

Salary on first appointment is normally at the bottom of the scale, although in exceptional circumstances an appointment further up the scale may be considered.

Main Duties of Postholder

Administrative duties:

  • Support organisation of company’s meetings and events including ordering catering, preparing ID badges and printing documentation
  • Provide support to:
    • the Administrative Officer – deputising for this post
    • the Research Operations Manager
    • the Director when in Edinburgh
    • 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
    • BioSS social media team by collating information on papers and activities
  • Maintain and update the BioSS outputs database, including checking details for refereed publications
  • Organise events within BioSS – contacting venues, hotels, catering companies and gathering staff responses.
  • Update and maintain records and files – invoices, timesheets and other as required
  • Enter staff timesheets into the online financial system
  • Carry out H&S checks and ensure that relevant H&S, First Aid and information is up to date and displayed at the Edinburgh site
  • Order goods and services, maintaining stationery supplies
  • Update noticeboards (at the Edinburgh office and on the BioSS Intranet)
  • Undertake general office duties including photocopying, processing mail, reception duties, data input, word processing, printing address labels, arranging for poster production

Person Specification



  • 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


  • Relevant work experience
  • A University degree

Other Skills and Qualities

  • Punctuality, precision, and attention to details
  • Demonstrable enthusiasm and initiative

How to Apply

Applications should be made using the recruitment pages operated by our parent organization, The James Hutton Institute.

To apply, please create an account and upload personal details along with a CV and a covering letter/statement detailing why you consider yourself suitable for your preferred post(s).

The deadline for applications is 8th April 2023. Interviews are expected to be held on 2nd May 2023.

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.

Other Notes

This is a permanent appointment.

We will not consider the use of 3rd party recruitment agencies for the sourcing of candidates for this position.

BioSS is formally part of The James Hutton Institute, a Scottish charity No. SC041796.

Our Commitment to Equality and Diversity

We will not consider the use of 3rd party recruitment agencies for the sourcing of candidates for this position.  

The James Hutton Institute is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The James Hutton Institute is a: Stonewall Diversity Champion; Athena SWAN Bronze Status Holder; Disability Confident Committed Employer and a Living Wage Employer.

The James Hutton Institute is Happy to Talk Flexible Working.