Administrative Assistant

Are you ready to be the first point of contact in a busy and dynamic office environment?We are looking for an Administrative Assistant to join our team based at Pilgrim House, Aberdeen. The successful candidate will join our newly formed Health, Safety Administration, Environmental & Facilities (HSAFE) Business Unit, part of the wider Corporate Services Directorate. Our team provides a range of services to support both Food Standards Scotland (FSS) and the public.As the first point of contact at our Head Office, you will be responsible, as part of a wider team, for delivering a range of administrative duties. This is an internal and external customer-focused role, with the main objective of supporting the organisation through the delivery of consistent and professional administrative services.ResponsibilitiesBook and arrange FSS company travel.Monitor and action incoming requests received into admin mailbox.Receive incoming switchboard calls, internal and external.Support meetings for internal staff, and external stakeholders, preparing of, meeting rooms and arranging refreshments.Provide general administrative support; photocopying, printing, Kantar releases.Follow ‘Goods receipting’ process for incoming and outgoing deliveries.Front of house customer service.Data entry and maintaining registers.Stock take of stationery items and first aid to ensure adequate provisions.Book and manage hire car driver packs relating to hire and fleet vehicles.Any other duties commensurate with the grade of the post as required.Success profileSuccess profiles are specific to each job and they include the mix of skills, experience and behaviours candidates will be assessed on.BehavioursWorking together – Level 1.Communicating and influencing – Level 1.Managing a quality service – Level 1.Delivering at pace – Level 1.You can find out more about Success Profiles here: Success profiles: candidate guide - gov.scotHow To ApplyApply online, providing a CV and Supporting Statement (of no more than 750 words) which provides evidence of how you meet the skills, experience and behaviours listed in the Success Profile above.In the event of a high number of applicants, we will conduct an initial sift based on the lead criteria of the behaviour Working together. Candidates who pass the initial sift will have their applications fully assessed against all remaining criteria outlined in the Success Profile.Artificial Intelligence (AI) tools can be used to support your application, but all statements and examples provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, and presented as your own) applications will be withdrawn and internal candidates may be subject to disciplinary action.Please see our candidate guidance for more information on acceptable and unacceptable uses of AI in recruitment.If invited for further assessment, this will consist of an interview and job-related simulation exercise. Assessments are scheduled for w/c 17 November 2025 however this may be subject to change.About UsFood Standards Scotland (FSS) has a wide and diverse remit which covers all aspects of the food chain which can impact on public health – aiming to protect consumers from food safety risks and promote healthy eating. Our mission is to be Scotland’s leading authority on food safety, standards and healthy eating; using data and evidence to provide assurance and advice that inspires consumer confidence and improves public health.Our staff are part of the UK Civil Service, working for Ministers and senior stakeholders to deliver vital public services which improve the lives of the people of Scotland.We offer a supportive and inclusive working environment along with a wide range of employee benefits. Find out more about what we offer.As part of the UK Civil Service, we uphold the Civil Service Nationality Rules.Working patternThe post is based in Pilgrim House, Old Ford Road, Aberdeen, AB11 5RL. You are expected to attend the office in Aberdeen five days a week. Our standard hours are 35 hours per week. If you have specific questions about the role you are applying for, please contact us.Security checksSuccessful candidates must complete the Baseline Personnel Security Standard (BPSS), before they can be appointed. BPSS is comprised of four main pre-employment checks – Identity, Right to work, Employment History and a Criminal Record check (unspent convictions).You can find out more about BPSS on the UK Government website, or read about the different levels of security checks in our Candidate Guide.In addition, the successful candidate will be expected to have or be in a position to obtain Security Check (SC), National Security vetting, clearance as a minimum (levels may be subject to review).Equality statementWe are committed to equality and inclusion and we aim to recruit a diverse workforce that reflects the population of our nation.Find out more about our commitment to diversity and how we offer and support recruitment adjustments for anyone who needs them.Further informationFind out more about our organisation, what we offer staff members and how to apply on our Careers Website.Read our Candidate Guide for further information on our recruitment and application processes.Apply before: 27 October 2025 (23:59)