Together, our scientists, technologists, engineers, technicians, and business support team explore the unknown and turn what they find into work that changes the world around us. Whether it’s sending probes into space or finding new ways to treat cancer, everyone here plays a vital role in making a positive difference to society.
Come and discover how much you can achieve when you’re surrounded by world-leading experts, encouraged to constantly learn, and empowered to explore your curiosity.
The Science and Technology Facilities Council (STFC) is one of Europe’s largest research organisations. We support university-based research in astronomy, particle physics, nuclear physics and space science and provide access to world-leading, large-scale facilities through our laboratories in the UK and collaborations with international research organisations such as CERN and the European Southern Observatory. STFC is one of the nine councils in UK Research and Innovation (UKRI). UKRI’s mission is to convene, catalyse and invest in close collaboration with others to build a growing, inclusive research and innovation system that connects discovery to prosperity and public good.
About the Role:
We are looking for an Executive Assistant and Office Manager to support the Director of Digital Infrastructure at STFC. You will work in a distributed team located over four STFC sites requiring occasional travel to these sites. Through managing relationships at all levels, you will form an awareness of priorities and issues, to represent and support the Director and the Digital Infrastructure Senior Team professionally and knowledgeably. You will support the Director in coordinating a team of more than 90 to deliver the strategic ambitions of STFC. The role will give the freedom to work independently, keeping up to date and using your own initiative to understand the needs of the Team. Liaising and interacting effectively with other areas of STFC, you will be an informed and approachable point of contact, handling all callers and communication with efficiency and integrity.
Key Responsibilities:
•Providing comprehensive secretarial and administrative support to the Director of Digital Infrastructure and the wider senior team, including but not limited to arranging and minuting of meetings, ensuring actions have been addressed & ensuring the Director is fully briefed.
•Being responsible for email correspondence ensuring that relevant emails are brought to the Director’s attention; when appropriate, dealing with correspondence on their behalf, or working with their team to draft a response.
•Responsible for managing sophisticated diary arrangements and prioritising meeting attendance.
•Coordinating travel and managing expense claims.
•Taking responsibility for the office accommodation at RAL and Daresbury where the majority of staff are based. This will include regular in person attendance in the range of monthly/bi-monthly visits (T&S provided).
•Procuring goods and services as required, processing expenses and monitoring spend.
•Responsible for the annual appraisal and annual award processes ensuring DI comply with STFC process and policy.
•Be the Single point of contact for department resourcing and recruitment activities with HR and UKSBS. Ensure recruitment activities are efficiently and proactively managed, that they are completed in timely manner by the relevant manager and follow up any issues.
•Coordinating & organising visits to STFC Facilities which are often high-level and strategically important in the representation of STFC to external visitors. This includes liaison with the visitors, negotiating dates, arranging suitable participation, working with stake holders to define the agenda & itinerary for tours and arranging all logistics.
•Arranging all facilities and logistics required to host DI Summer and Winter conferences.
•Taking executive decisions on behalf of the Director in their absence e.g. on administrative or minor policy matters and going to appropriate Heads of Function for decisions on other policy issues.
•Support with improvement project work as advised by the Director.
•Act as Office manager - for all DI staff at all sites (includes DI offices and High Performance Computing Centres). Alterations to office estate will be undertaken in collaboration with the STFC Estates Department by engaging & supervising specialist third party suppliers (as example for Building alterations, Electrical, Mechanical and air conditioning).
Person Specification:
Essential
•Previous experience of providing high quality administrative support to senior managers
•Excellent ability to prioritise and plan, well organised and able to take initiative and work independently.
•Clear and professional written and verbal communication skills with a keen eye for detail and accuracy, including the ability to tailor communications for their intended audience.
•Good interpersonal and collaborative skills, able to develop good working relationships with a broad range of people.
•Calm, discreet and respectful of confidentiality
•Excellent IT skills (including Outlook, Zoom, MS Word, Teams, Excel and PowerPoint)
•A positive and flexible demeanour, successfully collaborating with colleagues to achieve results; allowing the Director to perform their role most optimally.
•GCSE English and Maths Grade C and above or similar
•Enthusiasm to learn and develop (this role could provide an ideal opportunity to progress across a range of capacities)
There is an expectation to undertake travel to other STFC sites when required.
Our Benefits:
UK Research and Innovation recognises and values employees as individuals and aim to provide a pay and rewards package that motivates staff to perform to the best of their ability. The reward package includes a flexible working scheme, Defined benefit pension scheme, 30 days annual leave allowance plus 10.5 bank holiday/privilege days and several other benefits.
We ask some of the biggest questions in the universe, to answer some of the biggest challenges in the world. Whatever our role, we have the freedom to explore, learn and connect, as part of a community that loves to share knowledge and support one another.
As one of Europe’s largest research organisations, this is a place where there’s always something new to learn – about the world around us, about your career, but most of all, about yourself.
Join us and discover what’s possible!
About The Science and Technology Facilities Council (STFC)
As one of Europe’s largest research organisations, we ask the biggest questions in the universe to find answers that change the world around us. We seek understanding. We’re proud of the impact we make. And we’re committed to helping build a globally competitive, knowledge-based UK economy. Being part of all this means contributing to work that pushes boundaries and creates possibilities. You’ll work with, and learn from, true experts. Whatever your role, you’ll be free to question, and encouraged to share ideas. And, in a positive and supportive culture, you’ll discover just what a difference you can make when you’re equipped and inspired to excel.
We’re a place where curious minds thrive. Not bound by profit, we explore ideas that others don’t, ask questions that others won’t, and discover answers that others are not equipped to find. And, alongside Mars landings and black holes, we also explore diverse, international projects in everything from science and engineering to computing and technology. Whether it’s at the cutting edge or behind the scenes, our work is intellectually challenging. It’s very often ground-breaking. And it’s endlessly, irresistibly fascinating.
UKRI is an organisation that brings together the seven disciplinary research councils, Research England and Innovate UK. Together, we build an independent organisation with a strong voice and vision ensuring the UK maintains its world-leading position in research and innovation.
Supporting some of the world’s most exciting and challenging research projects, we develop and operate some of the most remarkable scientific facilities in the world. We are pushing the frontiers of human knowledge through fundamental research and delivering benefits for UK society and the economy through world-class research, skills and business-led innovation.
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 UK Research and Innovation (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
As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy/ies. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
How to apply
Online applications only preferred for this role. Please submit a CV and covering letter which clearly outlines how you fulfil the criteria specified along with your motivation for UKRI and the role. Ensure that the job reference number is included in the filename description of each document uploaded. Note that failure to address the above criteria or submit an application without a covering letter may result in the application not being considered. Assessment will only be based upon the content of your submitted covering letter and CV and not the ‘experience’ section of the application.
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 in developing their career with us.
