Divisional Pa

**ISIS Divisional PA**

**Salary**: £25,702 to £27,938 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

A full time Personal Assistant is required to provide secretarial and administrative support for two Associate Directors, to form part of the ISIS Professional Services team, to undertake/support departmental administrative functions, and to support divisionalstaff as required. Hybrid working is available if required.

The Science and Technologies Facilities Council brings strategic leadership to UK investments in large national and international research facilities, together with delivering world class science and technology. The council operates some of the world's mostadvanced facilities, such as ISIS neutron and muon facility.

**Responsibilities**:

- Always Ensuring complete confidentiality and handling sometimes delicate situations with tact and sensitivity.
- Controlling complex diary arrangements with care and accuracy.
- Ensuring the Associate Directors are appropriately prepared for meetings by anticipating requirements and background information ahead of time
- Organising meetings and events both on and off site for the Associate Directors and their teams. Where necessary attending meetings to take notes/minutes and track actions, as well as being on hand to ensure that everything runs efficiently and troubleshootissues as they arise
- Developing, coordinating, and effectively organising programmes for visits to the department and STFC sites, including high-level visits. Working with other team members, as well as other STFC staff and departments to deliver a well organised event.
- Organising travel, both national and international, on behalf of the Associate Directors and their senior team members, building in flexibility and value for money, providing clear and concise itineraries when required.
- Assisting the Associate Directors to manage their workload ensuring that deadlines are met, and, where possible taking forward actions/projects on their behalf or delegating appropriately.
- Support of senior staff within the division. This may include, but will not be limited to; arranging travel, assisting with meeting arrangements and visit programmes.
- Maintaining awareness of issues and priorities and building relationships at all levels in order to professionally and knowledgeably support and represent the department, to both existing and potential external stakeholders. Acting as an informed pointof contact in the Associate Directors absence and managing all callers with efficiency and professionalism.
- Proactively look for innovative ways of working and identifying improvements to systems.
- 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 PA 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:

- The organisation of the Annual Performance Review process for associate directors and their divisions.
- Developing, coordinating and effectively organising programmes for visits to the department, working with other team members, other STFC staff and departments to deliver a well organised event.

**Requirements**:

- Confidential and diplomatic approach to work.
- Ability to re-prioritise rapidly and re-deploy work depending on the situation.
- Aware of cultural differences when dealing with international partners.
- 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.

**Closing date: Sunday 26th February 2023