Executive Assistant to Innovation Directorate

2 months ago

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

**Science and Technology Facilities Council**
***
**Salary**:£31,305 **to **£34,028** per annum **(dependent on skills and experience).**
**Hours**: Full time**
**Contract Type**: Open Ended.**
**Location**:Science and Technology Facilities Council, Rutherford Appleton Laboratory Harwell, Oxfordshire***:
**About Us**

The Science and Technology Facilities Council (STFC) is one of Europe’s main research organisations. Combining world-class facilities with major international collaborations, and some of the world’s most talented staff, we’re driving ground-breaking advances in science and technology.

**About The Role**

STFC is seeking to appoint an experienced and talented Executive Assistant to the Business and Innovation Directorate (BID).

The purpose of the role is to assist the Director of Innovation with carrying out her role, professionally and knowledgeably representing the Director with all aspects of their role and supporting them with the deliverables of the Innovation and Incubation team at Rutherford Appleton Laboratory.

The **main duties** of this post will include:

- Managing the Directors workload to ensure that targets and deadlines are met.
- Managing complex diary arrangements and ensuring that the Directors time is optimised.
- Ensuring the Director is properly briefed and prepared for meetings, including preparing briefing material, meetings agenda’s and presentations if required.
- Complete secretarial duties for UKI2S Consultation Committee, and the UKi2S Special Partners (Spectrum), which includes scheduling meetings, drafting agenda, taking minutes, following on actions as well as managing the SharePoint database
- Working with the Management Accountant to manage the UKI2S bank accounts and process payment transactions including investments, supplier payment and committee member fees.
- Organising and attending meetings for the Director and taking minutes, tracking and following up on actions
- Organising visits to STFC sites and tours of the laboratories, which are often high-level and strategically important in the representation of the laboratory to external visitors. This includes liaison with the visitors, negotiating dates, arranging suitable participation, putting together an itinerary for tours and arranging all logistics.
- Provide administrative support to the Head of Innovation and the wider team when necessary
- Procuring goods and services as required, processing expenses and monitoring spend against budget
- Managing department resourcing and recruitment activities
- Collating and monitoring performance information from across the teams
- Work closely with external stakeholders to maintain relationships and deliver business
- Monitor and support the process within BID for approving proposals and quotes for new business (the Bid Register) and acting as one of BID Business Operations Group members.
- Providing support to potential business development and innovation projects

**Essential**:

- Previous experience of similar role or background in supporting a senior role (S&I)
- Ability to develop positive working relationships with people at all levels and within public and private sector organisations (I)
- Excellent organisational skills and self-motivation (I)
- Excellent written and oral communication skills (S&I)
- Good influencing skills (I)
- Good problem solving skills and willingness to come up with innovative methods of working (S&I)
- Strong team player (S&I)
- Knowledge of Microsoft Office products - particularly Word, Excel and Outlook and able to learn to use other IT systems (S)
- Evidence of good minute taking skills and excellent grammar (S&I)
- Self-starter capable of acting on own initiative and ability to manage competing demands and pressures whilst remaining calm and professional (I)
- Able to work well with mínimal supervision and use initiative (S)
- Ability to prioritise well and stay calm under pressure (I)

**Desirable**:

- Familiarity with Oracle-based information management systems. (S)
- Experience of booking or accounting (S&I)
- The post-holder will be expected to demonstrate at all times a willingness to maintain and continuously improve their professional competencies and will be expected to act as a role model and exemplar of the high professional standards that STFC expects from this administrative discipline. (S&I)
- NVQ level 5 in business administration or PA/EA awarding body accreditation (S)

**Special Requirements**:

- Flexibility to occasionally work longer hours as the situation demands (I)
- Occasional travel within the UK is required

**About You**

**Benefits**

STFC offers a benefits package designed to provide an excellent work/life balance including 30 days’ annual leave, flexible working hours, exceptional pension scheme, social and sporting activities and a subsidised restaurant.

Full details of offered benefits can be found on STFC’s careers pages.

**To Apply**

Applicants are required to include a

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