Private Secretary

UK Research and Innovation

Salary: £43,116
Hours: Full time/Part Time (minimum 0.8 FTE) 
Contract Type:  Open Ended.
Location: Polaris House, Swindon (Hybrid working, 2-3 days a week in office required)

Closing date Sunday 17th November 2024.

The external affairs and communications private office is a new function in the directorate. This small team will sit at the heart of the directorate, playing a critical role in its success and directly supporting the senior leadership and wider function. In particular, the office currently:

• Supports the Chief of External Affairs and Communications in her role, providing her and her senior leadership team with 
  advice and challenge as appropriate;
• Supports the directorate as a whole, driving a clear understanding of both organisational and directorate leadership 
  priorities and advising teams to ensure that these strategic priorities are met.;
• Supports the senior leadership with managing HR, financial and risk management processes,
• Problem solves to remove barriers and drive forward priority areas of work;
• Ensures the operations of the directorate run smoothly; and
• Oversees diary and other wider support to the leadership team

As the Private Secretary sitting within this team, you will play a key role in the successful delivery of these functions. The exact nature of this role will vary according to business needs and may change over time, but you will work very closely with the Deputy Directors and SLT within the directorate in particular. You will also cover for the Senior Private Secretary during leave and absences, taking responsibility for the successful operation of the overall office during these times.

Across the breadth of your portfolio you will provide strategic advice and challenge to the leadership of the External Affairs and Communications directorate, providing advice and challenge to ensure that the directorates work is aligned with UKRI and HMG priorities. You will represent and champion the views of this leadership in fora where they are unable to be present. You will also build experience and familiarity with the External Affairs and Communications’ strategic communications priorities, problem solving where needed to ensure that these remain on track. 

You will also be responsible for working across professional functions to ensure the directorate is well run. This includes ensuring that operational processes work effectively, that accurate and timely corporate insights are provided to functions such as HR and finance, and scoping and embedding improvements to existing processes where necessary.

This is a varied and challenging role, which requires the post-holder to be able to build and maintain trusted relationships with a wide range of stakeholders across UKRI, academia, business, and Government. The post holder will be expected to deliver at pace, communicate and collaborate effectively, and have strong attention to detail. You will need to possess integrity and understand the need for, and exercise, discretion and confidentiality

Your key responsibilities as Private Secretary are:

• Providing insight and challenge to the external affairs and communications senior leadership team, and in particular the Deputy Directors within the function
• Ensuring that these Deputy Directors are well briefed for their engagements and, where appropriate, representing and championing their views yourself in wider fora. 
• Providing advice and, where necessary, constructive challenge to teams across the wider directorate on any areas falling within your portfolio. 
• Problem solving to drive forward leadership priorities, including managing ad hoc projects as required.
• Coordinating the development, implementation, and continual improvement of operational processes for the directorate. In particular this includes: 
• Oversight or direct ownership of directorate input into planning, performance, and other reporting processes for shared functions such as HR and finance. 
• Clear and effective delegation of authority within the directorate, including working with finance business partners to ensure that budget managers understand and meet their responsibilities. 
• Directorate risk register and business continuity planning
• Staff uptake of L&D initiatives, including monitoring progress against mandatory training requirements.
• Line management and oversight of other team members is likely. In such circumstances management responsibilities include developing those team members appropriately through both on the job and through formal opportunities. 
• Working flexibly as required to support colleagues across the team. Contributing to the overall functioning of an effective, efficient, and friendly office, including working with other executive offices across the organisation to share best practice and build a strong peer network.

The exact nature of the overall office and role responsibilities may shift over time to accommodate changing business needs.

This role requires an individual who is:

• Highly organised and able to work in fast-paced, uncertain environments while maintaining a strong overview of both their 
  own and team’s priorities.
• Has experience working with organisational management and reporting processes.
• Has strong written and oral communication skills, able to communicate effectively with colleagues at all levels.
• Has strong diplomatic skills and emotional intelligence that can be drawn upon to provide support, advice and challenge in 
  a tactful manner, maintaining strong relationships even when delivering difficult messages.
• Is capable of working with initiative, energy, and drive and contributes to the building of an effective and supportive culture within their immediate team and beyond.
• Has a strong track record of working in or with external affairs and communication, and understands its role as a strategic lever for delivery.

Applications for the role will be assessed against the following criteria:

Essential criteria:

• Ability to work under pressure, against competing priorities, and to tight deadlines;
• Organisational management and/or project management experience, such as managing team or directorate-level reporting 
  or compliance processes.
• Strong written and oral communication skills, including experience communicating directly with senior colleagues;
• Experience providing advice and challenge on policy or operational issues; and
• Strong track record of working in or with external affairs and communication, understanding its role as a strategic lever for
  delivery.

Desirable criteria:

• Experience in private office or other similar roles directly supporting senior decision makers