Private Secretary

The Arts and Humanities Research Council (AHRC)

Salary: £43,116 per annum  
Hours: Full time or Part time (minimum 0.8 FTE)
Contract Type: Open Ended
Location: London

Closing Date: 21st May 2024

Purpose of the Role

This is an exciting opportunity to provide direct support to Professor Christopher Smith in his role as AHRC Executive Chair and International Champion and gain a unique insight into the Arts and Humanities research landscape, working alongside him as he leads AHRC through the next electoral and strategic planning cycle.

As his Private Secretary, you will ensure that the business of AHRC’s Executive Chair is supported effectively for the successful coordination of AHRC’s strategic leadership and decision-making, and effective operational delivery. This is a pivotal role supporting a broad-ranging, dynamic and innovative research council agenda, with leadership across UKRI, including creative industries.

This role will support a team of Executive Assistants and Personal Assistants alongside the Private Secretary to the AHRC COO, providing high quality executive support to all members of the Executive Chair’s Directors Group. They enable engagement across AHRC, support consistency of standards, and embed best practice in executive support.

We have a great all-round package, including 30 days annual leave, flexible working, civil service pension, and access to employee benefits. AHRC has committed to hybrid working: our focus is on what you deliver as opposed to where you deliver it from.

Key Areas of Accountability

Leadership / Team Work / Collaboration

·       Identify, build and maintain effective and professional internal and external strategic relationships whilst demonstrating a high level of tact, diplomacy, integrity and discretion

·       Support the Executive Chair with an understanding of the ‘political’ and strategic dimension and ensure the executive office operates effectively with those who have different agendas

·       Ensure the effective and efficient delivery of tasks on behalf of the Executive Chair, convening and coordinating the right people to develop solutions and responses

·       Lead a team of Executive and Personal Assistants, building their capability

·       Maintain confidentiality and confidence of the Executive Chair, AHRC senior team and senior colleagues across UKRI

·       Implement and maintain an Executive Chair stakeholder engagement plan that supports AHRC’s broader engagement strategy

·       Work closely with AHRC’s Communications Business Partner to identify and manage comms opportunities to raise both AHRC’s and the Executive Chair’s profile

·       Play an active role in supporting staff engagement, organising monthly staff webinars and away days, and being a visible representative of the Executive Chair for all staff

Delivery / Programmes / Projects / Process

·       Work with the business to manage information flow to and from the executive team, using knowledge and judgement to brief relevant stakeholders on key issues

·       Have an understanding of AHRC and UKRI business and its business cycles, and how these could impact on the Executive Chair

·       Ensure the smooth running of all relevant meetings, including overseeing meeting arrangements and management of the Executive Chair’s diary

·       Manage, prioritise and respond to communications, and provide drafts for clearance on behalf of the Executive Chair

·       Communicate with confidence and sound judgement with senior stakeholders

·       Help to set professional standards: an “exemplary ambassador”

·       Gather insights, intelligence and evidence through commissioning where needed; draft and prepare briefings and meeting papers on behalf of the Executive Chair

·       Lead on the resolution of specific issues as required by the Executive Chair, liaising with the AHRC COO as required

·       Responsible for ensuring that the executive team business is compliant with public sector financial and governance requirements

·       Facilitate opportunities for the Executive Chair to engage with UKRI staff, including drafting communications on their behalf

·       Undertake timely, focused and incisive background research, analysis and briefing using personal/professional knowledge and expertise

·       Record, manage and disseminate notes and decisions from meetings, and follow up on actions on behalf of the Executive Chair

·       Manage the relevant resources, budgets and risks on behalf of the Executive Chair, ensuring efficiency, wellbeing and sustainability are at the forefront of considerations

·       Ensure own and team members’ compliance with UKRI record management requirements

·       Oversee effective diary and travel management, using business knowledge to make considered decisions when juggling demands on the schedule

·       Ensure that executive team business is compliant with public sector best practice

·       Provide a high-quality professional end-to-end support service to the Executive Chair

·       Ensure that ad hoc support is in place for other members of the executive team

Essential Skills, Qualifications and Experience

Shortlisting Criteria

·       A forward thinker, able to drive the agenda and respond to shifting priorities

·       Highly-organised, methodical and proactive with the proven ability to plan ahead

·       Able to solve problems with initiative, creative thought and interpretation

·       Able to work flexibly to adapt to change

·       Excellent attention to detail and accuracy

·       An understanding of the business of AHRC and UKRI sufficient to be able to see the bigger picture and understand the implications

·       Able to lead a small but high-performing team to achieve high quality and timely outcomes through both direct and matrix management

·       Able to accompany the Executive Chair on official business visits within the UK and overseas

Interview Criteria

·       Able to work independently and collaboratively with multiple stakeholders across teams, councils and communities

·       Sophisticated and highly sensitive communication and interpersonal skills (verbal, presentational and written), able to absorb, evaluate and communicate complex information in language appropriate to the audience

·       Multi-tasks with precision and prioritises to meet deadlines and deliver at pace

·       Demonstrable emotional intelligence and tolerance of ambiguity and uncertainty

·       Operates with a high level of tact, diplomacy, integrity, resilience, patience and discretion

·       Deals effectively with challenging situations

·       Can achieve outcomes by working across boundaries and structures to support the Executive Chairs priorities and agenda

Desirable

·       Understanding of the arts and humanities research sector

·       Understanding of working in a public service governance structure