BioSS 13-21 - BioSS Administrative Assistant

Posted: 27/08/2021 11:41
Start Date: Not Available
Salary: £19,477.00
Location: Edinburgh
Level: Hutton B
Deadline: 29/09/2021 23:59
Hours: 37.00
Benefits: Generous
Job Type: Permanent

BioSS seeks a motivated individual to provide administrative support to our staff based in our offices at the University of Edinburgh, and in particular to our UK Variety Trials team.  This position provides a stimulating mix of roles, ranging from normal office duties to generating simple reports from scientific data – full training will be provided for this aspect of the post.

BioSS is a member of the SEFARI (Scottish Environment, Food and Agriculture Research Institutes) collective ( and has an international reputation for methodological development in statistics, mathematical modelling and bioinformatics.  We offer a stimulating working environment, with over 40 staff and students at four locations, collaborating on applications in plant science, animal health & welfare, ecology & environmental science, and human health and nutrition.

Potential applicants may contact Magda Widera (magda.widera to discuss this position.

More information on the detail of the post and the post holder can be found below in the job description.

Main Purpose of Job          

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

•              Processing of variety trial data


Main duties of post holder

Administrative duties:

•              Support organisation of BioSS 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
  •             the BioSS social media team by collating and passing on information on publications, events, activities etc.

•              Maintain and update the BioSS outputs database, including checking details for refereed publications

•              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

•              Provide support to the AWARE committee – researching information relevant to maintenance of our Healthy Working Lives award, distribute this to staff in an efficient manner, and encouraging staff to take part in AWARE activities

•              Order goods and services, maintain stationery supplies

•              Reconcile credit card expenses

•              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

Variety trial responsibilities:

•              Support VT team in routine generation of plans for field trials using our in-house software, and transmit these plans to trials officers (NB training will be provided for this and all VT responsibilities)

•              Support VT though routine analysis of trial data, compilation of reports, identification of issues, and transmitting to trials officers, trials coordinators and inspectors

•              Recognise difficult issues that arise and pass these on senior colleagues

•              Maintain our variety trial web portals for clients

•              Act as point of contact for trials officers, trials inspectors, trials coordinators, funders and statistical colleagues at NIAB and AFBI.




•              A higher or equivalent in a quantitative subject

•              Demonstrable enthusiasm and initiative

•              The ability to work independently

•              Competence in Word and Excel

•              Evidence of use of modern computer software

•              Evidence of good written and verbal communication


•              Relevant work experience

•              A University degree


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.

As they are under-represented in this area of our work, we would particularly welcome applications from men/women.