Executive Assistant

Executive Assistant

Salary: £36,650
Hours: Full time 
Contract Type: Open Ended (Permanent)
Location: Bristol (Hybrid)
Grade: UKRI Band D
Closing Date: 05 Jan 25

Context

UK Research and Innovation brings together the nine organisations to create an independent organisation with a strong voice for research and innovation, and a vision to ensure the UK maintains its world-leading position in research and innovation. More information can be found at www.ukri.org  

Research England is one of the nine Councils within UK Research and Innovation, set up in April 2018. As a key component of the research funding system, Research England will oversee UKRI’s England-only functions in relation to university research and knowledge exchange (KE). This includes providing grant funding to English universities for research and KE activities; developing and implementing the Research Excellence Framework in partnership with the UK Higher Education funding bodies; overseeing the sustainability of the Higher Education research base in England; overseeing the UK Research Partnership Investment Fund; and administering the Higher Education Innovation Fund (HEIF). Research England will create and sustain the conditions for a healthy and dynamic research and KE system in English universities. It works closely with its counterparts in the Devolved Administrations.

For more information about Research England, please visit https://www.ukri.org/councils/research-england/

Purpose

To provide integral support to three Directors. Responsible to the Head of Operations, working closely with the Business Support Team, to support the Directors and ensure that they can carry out their responsibilities fully and appropriately.

The postholder will develop an understanding of Research England policy areas and deal with a range of complex and fast-paced agendas. Intelligence gathering and horizon scanning will be key to enabling the Directors to be well informed and effective.

This is a varied and challenging role, which requires you to build trusted relationships with a wide range of internal and external stakeholders. The post holder will be expected to deliver at pace, communicate and collaborate effectively, and demonstrate attention to detail alongside the need for confidentiality, to ensure that the Directors are well supported.

Responsibilities

• To provide comprehensive and proactive support to the three Directors at Research England (RE).
• Act as a key link between the Directors and teams across Research England. 
• You will work with other colleagues in the Business Support Team to ensure that the Directors are well prepared with background information, in the right place, at the right time with the right set of people. Ensuring they are making good use of their time and focus so that they can deliver their role and responsibilities as efficiently and effectively as possible.
• Maintain a strong awareness of upcoming issues and decisions, recognise urgent issues and ensure they are brought to the attention of the Directors as appropriate.
• Undertake and manage administrative support activities. Ensuring all work is carried out to high professional standards and in a timely manner, maintaining confidentiality.
• Manage diary planning for the three Directors including scheduling, travel arrangements and prioritising the demands on their time effectively.
• Monitor correspondence and emails for the Directors, taking the initiative to redirect queries to the right individual or respond on their behalf where appropriate, escalating issues if required. Ensure accurate record keeping and appropriate audit trails are maintained.
• This role is central to the organisation and will require you to respond to different types of challenges and tasks daily in a fast-paced environment.
• You will act as an important interface with external and internal colleagues and stakeholders at all levels, building strong and trusted relationships.
• Work flexibly as required to support colleagues across the team and organisation.
• You may be required to deliver ad-hoc projects.

 Reporting Lines

• Line managed by: Head of Operations
• Line management: n/a

Shortlisting / Interview Criteria

All assessed at both shortlisting & interview

• A proven professional PA/Executive Assistant with experience of providing high quality support to senior staff.
• A confident, assertive and co-operative style with an ability to build positive relationships and deal effectively with stakeholders at all levels both internally and externally.
• Able to write clear and accurate correspondence, appropriately tailored to the audience.
• Able to communicate confidently in a clear, concise manner to different audiences across all levels of seniority.
• Strong planning and prioritisation skills, with the ability to work autonomously and as part of a team, managing own workload, changing priorities and resolving competing demands in a flexible and proactive way.
• Display an exceptionally high level of attention to detail and demonstrate a conscientious approach to work with a high degree of accuracy.
• To demonstrate resilience and the ability to remain calm and professional under pressure and in the face of conflicting and changing priorities to ensure that business critical tasks are delivered, showing awareness of the impact of any decisions and actions.
• A creative, flexible and positive approach to problem-solving. Questions established ideas and generates solutions to problems. Able to collaborate to achieve results in a timely manner.
• The ability to show initiative, manage ambiguity, able to think and adapt quickly; and be able to operate independently when required.
• Able to proactively listen and apply feedback regarding quality, performance and value in continually improving business processes and operations; demonstrate an ongoing commitment to learning and development.
• Interest in developing knowledge of the higher education sector in which Research England operates.

APPLICATIONS

Online applications only for this role. Please submit a CV and covering letter to the attachments section (ignore free textbox for cover letter under ‘Experience’ section) which clearly outlines how you fulfil the criteria specified along with your motivation for 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 process.

ADDITIONAL INFORMATION 

DEVELOPING TALENT:

We are committed to developing employees in their roles throughout their career. Learning and development plans enable employees to continue their professional development through training and development opportunities such as e-learning, classroom training and on-the-job experiences. We encourage our employees to share their learning across teams and organisations.

BENEFITS:

UKRI can offer the successful candidate:

- Flexible Working

- 30 days annual leave + Public Holidays

- Access to Civil Service Pension Scheme

- Various everyday discounts through our dedicated provider

Visit our dedicated benefits webpage for more info: Benefits of working at UK Research and Innovation (UKRI)

SOC GRANTED

Please note, if you will require sponsorship to work in the UK, as part of your sponsorship application, you and any dependants travelling with you, will be required to pay costs directly to The Home Office for the application before you start your role with us. UKRI is normally able to reimburse some, or all of these fees after you have become an employee and this can be discussed with the Hiring Manager. 

For more information please visit https://www.gov.uk/skilled-worker-visa/how-much-it-costs  or contact Recruitment@ukri.org