Smart Data Research UK - Personal Assistant

Location: Swindon based - Hybrid available

Contract type: Open Ended

Smart Data Research UK

This is an exciting opportunity to work at the forefront of UK science and technology. UK Research and Innovation (UKRI) is investing £59.3m in Smart Data Research UK – an ambitious programme to unlock, organise and champion safe access to smart data. Smart data is made whenever we engage with the digital world – when we buy something, ‘like’ something, or get directions. If used for scientific research, smart data can help us understand important social challenges – from preventing diseases to tackling climate change.

About the role

The Personal Assistant will provide administrative and secretarial support to the Director and Deputy Director to ensure the smooth management of day-to-day affairs, and most effective use of time. This role will also involve maintaining a range of documentation, servicing meetings, gathering and analysing data and advocating the use of standardised processes and documentation across the SDR UK Strategic Hub. 

Key Responsibilities

• Diary management including arranging travel and ensuring that the Director and Deputy Director are suitably briefed.
• Organising and co-ordinating correspondence, and visits with stakeholders.
• Main point of contact for the Director and Deputy Director, managing requests and queries.
• Maintain office systems, including data management and filing.
• Produce documents, briefing papers, reports and presentations.
• Organise meetings and ensure that the Director and Deputy Director are well prepared for those meetings, preparing agendas, pre-meeting briefings and where appropriate meeting papers.
• Meeting management including creation, collation and distribution of agendas and papers, attending meetings, taking notes/minutes, recording actions and progress chasing.  
• Support a range of administrative functions including the team mailbox, team meetings, team task log.  
• Operate effectively within a matrix management environment on one or more assignments with the flexibility and resilience to respond to the changing demands of a fast-paced environment. 
• Any other duties as may reasonably be required by the Director, Deputy Director or Senior Management.

This is not a comprehensive list, and we may require you to undertake other duties within the Strategic Hub (especially while it is under development) commensurate with the level of responsibility of this post.

Hybrid Working

This post is based at our Swindon office, but we operate a hybrid approach, and you can expect a mix of working from home, the office, and external locations. This post also requires travel to attend external visits and meetings.

Shortlisting and Interview

• Experience providing high-level administrative and secretarial support to leadership, including diary and travel management
• Strong organisational skills, with the ability to manage multiple priorities and maintain a seamless workflow for senior leaders in a fast-paced environment
• Experience creating and maintaining professional documents and records, including meeting agendas, minutes and action logs
• Strong interpersonal and communication skills, with the ability to effectively manage requests and queries from a range of stakeholders at varying levels of seniority
• A flexible and adaptable approach, with experience adjusting to shifting priorities in a dynamic team environment
• Good general PC skills including a good working knowledge of MS Office packages and document management systems.

BENEFITS:

UKRI can offer:

- Flexible Working

- 30 days annual leave + Public Holidays

- Access to Civil Service Pension Scheme

- Various everyday discounts through our dedicated provider

To Apply, please click on the ‘Apply’ button above.

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