Administration Support Assistant

1 month ago

Swindon, United Kingdom Science and Technology Facilities Council (STFC) Full time

**Science and Technology Facilities Council**

**Salary**:£28,498 per annum
**Hours**: Full time or Part time (minimum 25 hours per week)
**Contract Type**: Open Ended
**Location**:Science and Technology Facilities Council, Polaris House, Swindon, Wiltshire

Together, our scientists, technologists, engineers, technicians and business support team explore the unknown and turn what they find into work that changes the world around us. Whether it’s sending probes into space or finding new ways to treat cancer, everyone here plays a vital role in making a positive difference to society.

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.

As part of Science Technology Facilities Council (STFC), the Strategy, Planning and Communications (SPC) Directorate and the Programmes Directorate (PD) bring together the essential functions that are needed to help shape, communicate and monitor progress against STFC’s strategic plans. Our role is to enable the organisation to determine its strategic direction and turn its strategy into detailed programme delivery plans.

**About the role**

This role is based across both the SPC Directorate Office and the Programmes Support Group. Both teams manage and coordinate administrative activities across their respective Directorates by providing vital support, outstanding administration, tailored PA roles, and proactive problem solving.

Duties will include but are not limited to:

- coordinating travel arrangements including flights, hotels and transport etc including collaborating closely with meeting organisers and using initiative to make judgements on the most efficient and safe way for individuals to travel both within the UK and internationally
- event management - working with the Associate Directors and team leaders to coordinate events, owning the organisation of events both on and off site, sourcing locations, handling costs and packages, and all associated logistics
- provide secretariat support at meetings including advisory boards. This includes drafting agendas, supporting drafting of papers where appropriate, taking minutes, producing actions logs and following up on action completion with action owners
- responsibility for the setup, maintenance and development of records as needed. Maintaining SharePoint sites, web pages and extranet sites
- budgeting for and recording costs of meetings and payment of committee, ensuring costs throughout the year remain within agreed budgets
- providing professional advice and guidance on standard process to the senior leadership team and members of the Directorate
- establishing relationships at all levels both internally and externally including working with international stakeholders
- supporting the management of department finances including full requisition management, independently dealing with issues and queries through to resolution
- play an active and flexible role as a member of the Directorate Office team and the Programmes Support Group - proactively looking at where additional support is needed, re-prioritising other activities ensuring all deadlines are kept to
- management of other administrative support as required

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.

STFC values their employees by offering a benefits package designed to provide an excellent work/life balance including 30 days’ annual leave, 10.5 public and privilege holidays, flexible working hours, exceptional average salary pension scheme, social and sporting activities and societies and a subsidised restaurant.

**Person Specification**

The criteria below will be assessed at Shortlisting (S), Interview (I) or both (S&I)
- experience of working in a similar administration environment (S&I)
- the ability to be proactive and make necessary decisions under guidance as well as knowing the opportunities to raise tasks to senior staff (S&I)
- demonstrate capability to make informed, timely decisions and the willingness to lead on work that falls under your scope (S&I)
- strong planning and organisational skills, including an ability to prioritise at short notice to deliver tasks to agreed timelines (S&I)
- teamworking & collaboration - the ability to work collaboratively and show a strong commitment to working effectively with others towards a shared goal (S&I)

**Additional Information**

We encourage this role to operate using a hybrid working model. The post holder will be encouraged to work a

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