Science and Technology Facilities Council

Salary: £25,702 to £27, 938 per annum (dependent on skills and experience).
Hours: Full time. Part time applications will be considered.
Contract Type: Open Ended.
Location: Science and Technology Facilities Council, Rutherford Appleton Laboratory Harwell, Oxfordshire / Possibility for hybrid working.

Together, our scientist, technologists, engineers and business support team explore the unknown and turn what they find into work that changes the world around us.

Come and discover how much you can achieve when you’re surrounded by world-leading experts, encouraged to constantly learn and empowered to explore your curiosity.

A full time PA is required to provide secretarial and administrative support for two Division Heads, to form part of the ISIS Professional Services team, to undertake/support departmental administrative functions, and to support departmental staff as required.

We understand the importance of work-life balance, and are happy to discuss the possibility of hybrid working with applicants.

Main Responsibilities

• Ensuring complete confidentiality at all times and handling sometimes delicate situations with tact and sensitivity.
• Controlling complex diary arrangements with care and accuracy. Managing email correspondence as required, undertaking all routine office procedures, including managing telephone calls and emails, and processing them as appropriate. Maintaining paper and electronic filing systems.
• Ensuring the division heads are appropriately prepared for meetings by anticipating requirements, researching and capturing relevant background information ahead of time.
• Organising meetings, events, and visits for the division heads and their teams and where necessary attending meetings to take notes/minutes and track actions. Responsible for meetings, being on hand to ensure that everything runs efficiently and troubleshoot issues as they arise. .
• Organising travel, both national and international, on behalf of the division heads, building in flexibility and value for money, providing clear and concise itineraries and managing changes and difficulties as they arise.
• Acting as an informed point of contact in the division heads absence and managing all callers with efficiency and professionalism.
• Be an active member of the ISIS Professional Services team, supporting and deputising for team members and supporting the wider STFC PA team.

As part of the ISIS Professional Services team, taking on responsibility for, or assisting with, departmental administrative functions. The level of involvement will depend upon requirements and changes in the PA team. Examples of these functions are:

• Act as secretary for Boards or Committees chaired by the Division Heads.
• Responsible for maintaining and updating divisional mailings lists and organograms.

Personal Skills and Attributes

• Highly organised and proactive, with a ‘can do’ attitude.
• Confidential and diplomatic.
• Ability to re-prioritise rapidly and re-deploy work depending on the situation.
• Advanced user of Microsoft Office
• Able to manipulate data within Excel
• Excellent attention to detail.
• Excellent written communication skills
• Flexibility with working hours and a willingness to occasionally travel when required.
• Willingness to accept responsibility, confidence to act independently and decisively.
• Ability to judge what needs the personal attention of the division head and what should be referred elsewhere.
• Self-starter capable of acting on own initiative and ability to manage competing demands and pressures whilst remaining calm and professional at all times.
• Ability to work collaboratively and professionally with a range of colleagues and with external organisations and partners at all levels. Aware of cultural differences when dealing with international partners.

The criteria below will be assessed at Shortlisting and Interview.

Knowledge and Experience

Essential:

• Previous experience of similar role or background
• Proficient with MS Office including Word, Outlook and Excel.
• Previous experience in the role of meeting Secretary responsible for all logistical arrangements for the meeting, including transport and accommodation if required, and producing Minutes following the meeting.
• Excellent interpersonal, diplomatic, written and oral communication skills
• Highly organised and proactive with a ‘can do’ attitude.
• Ability to organise meetings, workshops and conferences including booking travel, accommodation and preparing itineraries
• Strong organisational skills with an ability to work flexibly and prioritise.
• Proactive individual who is able to work under pressure both alone and within a team.

We ask some of the biggest questions in the universe, to answer some of the biggest challenges in the world. Whatever our role, we have the freedom to explore, learn and connect, as part of a community that loves to share knowledge and support one another.

As one of Europe’s largest research organisations, this is a place where there’s always something new to learn – about the world around us, about your career, but most of all, about yourself. Join us and discover what’s possible.