Personal Assistant

DescriptionSalary:30895 per annumBand: UKRI Band CContract Type: Fixed Term (14 months)Hours: Full Time or Part Time (Minimum 0.8 FTE)Location: While UKRI supports hybrid working the postholder will be required to attend one in-office team day per week at Polaris House in Swindon Wiltshire.Closing Date: 7th December 2025(Please note: if we receive a high volume of applications we reserve the right to close the advert early).Employees applying for any opportunity which may mean being away from your substantive role for a temporary period of time please refer to theRecruitment Policy for further information in the first instance. If you are made an offer please ensure you liaise with your Line Manager and the designated HR Team as soon as possible in order that implications of any move are clear and understood prior to a move taking place.Proposed Interview Date: Interviews are likely to be week commencing 15th December 2025.About the roleAre you highly organised and eager to support world-class research Join UKRIs Infrastructure Team as a Personal and Project Assistant helping deliver our 350m Infrastructure Fund and Digital Research Infrastructure (DRI) programmes. Youll provide vital administrative and project support including diary management event coordination and team planning.About the TeamOur small agile team leads UKRIs strategic approach to investing in transformative research infrastructures and manages these as a portfolio. We work across UKRI and government to shape policy and support colleagues on issues vital to a thriving research and innovation ecosystem.As an organisation we tackle some of the biggest questions in the universe to solve the worlds greatest challenges the infrastructure we deliver underpins this mission. Youll join a collaborative community that values learning sharing knowledge and supporting one another.This is an exciting time to come on board as we refresh our Infrastructure Roadmap and respond to growing interest in Digital Research Infrastructure.Your Responsibilities:Diary Management for senior members of the team primarily two senior Programme Directors and the Portfolio Director using Microsoft Outlook. This includes scheduling rescheduling and cancelling appointments as well as coordinating larger meetings for the team when required.Manage domestic and international travel and accommodation logistics prepare itinerary packs and aid in the processing of travel and subsistence expenses claims.Support with event planning and delivery book venues and catering prepare agendas follow up on actions provide reception duties and host visitors such as for the Infrastructure Advisory Committee (IAC) and Advisory Group for DRI (AGD) meetings.Offer administrative support for corporate governance functions such as the UKRI Investment Advisory Working Group (IAWG).Take minutes and action points at meetings when required.Provide administrative support to the team:-Lead weekly team meeting preparations: prepare agendas assign chairs and capture action notes.-Manage the teams shared mailboxes including monitoring triaging and responding to emails.-Produce and format documents such as letters project reports and spreadsheets using Microsoft Word and Excel (e.g reporting templates).-Maintain critical team planning and project documents (e.g. project plans communication plans).-Drive process improvements to enhance team efficiency (e.g developing and maintaining Standard Operating Procedures).-Keep the team informed of organisation-wide operational updates.Collaborate with colleagues on ad hoc administrative tasks and contribute to wider infrastructure portfolio and policy work as needed.Opportunity to lead and take ownership of key team-wide administrative improvements with support and collaboration from the team.Personal Specification:EssentialThe below criteria will be scored during Shortlisting (S) Interview (I) or both (S&I).Strong organisational and time management skills. An ability to plan and adapt priorities depending on the situation and handle competing pressures whilst remaining calm and professional. (S/I)Exceptional attention to detail ensuring tasks are completed efficiently without compromising on quality. (S/I)Computer literate with sound capabilities in Microsoft Office (particularly Word Excel and PowerPoint) and the ability to use document management systems such as SharePoint. (S)Confident and courteous communicator able to engage effectively with individuals at all levels from a range of backgrounds. (S/I)Responsible and reliable demonstrating sound judgement and the confidence to decide what needs the personal attention of a director and which can be managed independently. (S/I)Proactive and self-motivated with a positive proactive and collaborative approach towards work and team dynamics. (S/I)Flexible and adaptable comfortable working across a varied and evolving portfolio of tasks and responsibilities. (S/I)BenefitsWe recognise and value our employees as individuals and aim to provide a favourable pay and rewards package. We are committed to supporting employees development and promote a culture of continuous learningA list of benefits below:An outstanding defined benefit pension scheme30 days annual leave in addition to 10.5 public and privilege days (full time equivalent)Employee discounts and offers on retail and leisure activitiesEmployee assistance programme providing confidential help and adviceFlexible working optionsPlus many more benefits and wellbeing initiatives that enable our employees to have a great work life balanceFor further information on our benefits please see:Benefits of working at UK Research and Innovation (UKRI)Please apply online if you experience any issue applying please contactPlease note: As this job does not fulfil the UK Government minimum criterion for obtaining sponsored migrant worker status we will be unable to apply for sponsorship for anyone not eligible to work in the UK. At interview all shortlisted candidates are required to bring with them identification documents and original documents that prove they hold or can obtain the right to work in the UK. You can check your eligibility here: Key Skills Senior Care,Time Management,Google Docs,Hoyer Lift,QuickBooks,Infection Control Training,Caregiving,Office Experience,Personal Assistant Experience,Home Care,Alzheimers Care,Administrative Experience Employment Type : Full-Time Experience: years Vacancy: 1