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Personal Assistant

5 months ago

Swindon, United Kingdom UKRI Full time

**UK Research & Innovation**

**Salary**: £25,702
**Hours**: Full time
**Contract Type**: Fixed Term Contract - 12 months
**Location**: Polaris House, Swindon

**Closing Date**: Tuesday 11 July 2023

**Job Overview**:
This role will provide comprehensive and proactive support across the Digital, Data and Technology programme working closely with the Deputy Directors and teams enabling colleagues to carry out their roles as effectively as possible. All work to be carried out to high professional standards and in a timely manner, always maintaining confidentiality. There will be a requirement to provide cover and to work collaboratively across the team in line with work pressures to ensure that all Digital, Data and Technology areas are supported.

You will be required to communicate and engage with internal and external team members. You will develop an understanding of all Digital, Data and Technology areas of business.

**Key Responsibilities**:

- Diary management: proactively and effectively manage complex diaries, making appropriate use of time and resources, taking advice as necessary
- Manage all Deputy Director’s travel arrangements
- Maintain office systems, including data management and filing.
- Screen calls, enquiries and requests, and deal with them when appropriate.
- Maintain regular meetings with key internal and external stakeholders
- Assist Deputy Director in researching and following up with action on matters which fall within the Director’s responsibility - chasing responses, triggering follow-up action.
- Produce documents, briefing papers, reports and presentations.
- Organise meetings and ensure that Deputy Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and where appropriate meeting papers.
- Manage arrangements for Deputy Director meetings, including production/distribution of agenda and papers.
- Assist/support in arranging events.
- Meet and greet visitors at all levels of seniority.
- Producing high-quality PowerPoint presentations from the initial draft according to the house style
- Active member of the Digital, Data and Technology Admin Team: to work flexibly as part of the team including maintaining and supporting the continuous development and associated processes
- Provide adequate and flexible administrative cover
- You will be based in Swindon but may be required to attend meetings in other locations occasionally. Additionally, you may be required to work flexibly dependent on the business needs.
- Any other duties as may reasonably be required by the Deputy Director’s.

This is not a comprehensive list, and we may require you to undertake other duties within the DDaT team.

**Person Specification**:
Essential
- Education to degree level or ability to demonstrate an equivalent level of knowledge in a communications environment
- Experienced Personal Assistant at senior management level.
- Experience of electronic diary management.
- Outstanding interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external.
- Ability to coordinate and plan own work.
- Excellent attention to detail, with the ability to maintain a high level of accuracy.
- A flexible, pro-active approach to work including the ability to prioritise and re-prioritise.
- Ability to work on own initiative.
- Ability to deal with sensitive information with discretion and to maintain confidentiality.
- Good general PC skills including a good solid understanding of MS Office packages and document management systems

**About UK Research and Innovation (UKRI)**

UKRI launched in April 2018, UKRI is a non-departmental public body sponsored by the Department for Business, Energy and Industrial Strategy (BEIS).

Choosing to come to work at UKRI means that you will have access to a whole host of benefits from a defined benefit pension scheme, excellent holiday entitlement, access to employee shopping/travel discounts and salary sacrifice cycle to work scheme. For more details, visit benefits of working for UKRI.

The role holder will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during the course of employment.

**How we support EDI in the workforce**

At UKRI, we believe that everyone has a right to be treated with dignity and respect, and to be provided with equal opportunities to thrive and succeed in an environment that enables them to do so. We also value diversity of thought and experience within inclusive groups, organisations and the wider community. For further information, please visit ‘How we support EDI in the workforce’.

**Disability Confident Employer**

**How to apply**

UKRI seeks to ensure it creates and maintains a system of openness, fairness and inclusion - a collaborative, trusted environment, which is attractive to and accessible to everyone who is interested i