Divisional Pa

**ISIS Divisional PA**

**Science and Technology Facilities Council**

**Salary**:£25,702 to £27,938 per annum (dependent on skills and experience).
**Hours**: Full time (A job share would be considered)
**Contract Type**: Open Ended.
**Location**:Science and Technology Facilities Council, Rutherford Appleton Laboratory Harwell, Oxfordshire

**JOB PURPOSE**

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 most advanced facilities, such as ISIS neutron and muon facility.

A full time PA is required to provide secretarial and administrative support for two busy Division Heads, to form part of the ISIS PA team, to undertake/support departmental administrative functions, and to support departmental staff as required.

**MAIN RESPONSIBILITIES**

**Frequently**:

- Organising (in person, online, hybrid) meetings and events for the division heads and their teams, and where necessary attending (often technical) meetings to take notes/minutes and track actions. Responsible for meetings, being on hand to ensure that everything runs efficiently and troubleshoot issues as they arise.
- Ensuring the division heads are appropriately prepared for meetings by anticipating requirements, researching and capturing relevant background information ahead of time.
- Developing, coordinating, and effectively organising programmes for visits to the department and STFC sites, working with other team members, other STFC staff and departments to deliver a well organised event.

**Often**:

- Assisting the division heads to manage their workload ensuring that targets and deadlines are met, and, where possible taking forward actions/projects on their behalf or delegating appropriately.
- Central point of contact for divisions enquiries, communicate important issues to Divisions Heads and Divisional support. Acting as an informed point of contact in the division heads absence.
- Responsible for updating and maintaining divisional organogram, mailing lists and permission groups following staffing changes.
- Responsible for divisional staffing spreadsheets, providing statistical data on the captured data.
- Be an active member of the ISIS PA team, supporting and deputising for team members and supporting the wider STFC PA team. Taking on responsibility for, or assisting with, departmental administrative functions e.g. taking on role of secretary for department or organisation-wide meetings.
- Proactively look for innovative ways of working and identifying improvements to systems.

**Occasionally**:

- Organising travel, both national and international, on behalf of the division heads, building in flexibility and value for money, providing clear and concise itineraries and managing changes and difficulties as they arise.
- Supporting and representing the department, to both existing and potential external stakeholders.
- Responsible for some SharePoint sites, creating templates and, in some cases, inputting content.

**PERSONAL SKILLS AND ATTRIBUTES**
- Highly organised and proactive, with a ‘can do’ attitude and ability to manage competing demands and pressures whilst remaining calm and professional at all times. (S/I)
- Excellent written communication skills and attention to detail. (S/I)
- Ability to judge what needs the personal attention of the division head and what should be referred elsewhere. (I)
- Ability to re-prioritise rapidly and re-deploy work depending on the situation. (I)
- Willingness to accept responsibility, be confidential and diplomatic, have confidence to act independently and decisively. (I)
- Ability to work collaboratively, maintaining awareness of issues and priorities, and building professional relationships with colleagues and with external organisations and partners at all levels. (S/I).
- Awareness of cultural differences when dealing with international partners. (I)
- Advanced user of Microsoft Office including ability manipulate data within Excel. (I)
- Flexibility with working hours and a willingness to occasionally travel when required. (I)
- Willingness to develop new skills and be an active PA member of the ISIS and wider STFC team. (I)
- Essential:_
- GCSEs including maths and English at grade C or above or equivalent experience. (S)
- Excellent interpersonal, diplomatic, verbal communication skills. (I)
- Proficient with MS Office including Word, Outlook and Excel. (S&I)
- Experience of similar role involving organising meetings, workshops and conferences including booking travel, accommodation and preparing itineraries, and taking notes/minutes. (S&I)
- Strong organisational skills with an ability to work flexibly and prioritise with a ‘can do’ attitude. (I)
- Proactive individual who can work under pressure both alone and within a team. (I)

**About The Science and Technology Facilities