Executive Assistant
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- Administration
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- May 03, 2024 Post Date
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- 240000GQ Requisition #
EXECUTIVE ASSISTANT
This role will be based at the BGS headquarters in Keyworth, Nottingham.
Appointment will be at UKRI Pay Band C – salary is £28,498 per annum.
Please note that internal UKRI applicants will currently be subject to the UKRI Pay & Reward Policy & Guidance to determine their starting salary.
An attractive benefits package is offered, including an outstanding pension scheme (with an extremely generous employer contribution – on average 27% of your pay), 30 days annual leave plus bank holidays, and access to flexi-time.
Full-time – 37 hours a week (some flexible working options may be available, including a small amount of remote working, in line with BGS policy).
Permanent appointment.
About the role
An exciting opportunity has arisen for a motivated and experienced Executive Assistant to provide highly effective administrative support to the Directors in the Executive office, supporting high level tasks, meetings, strategic events, and high-profile visits. You will be responsible for preparing meeting agendas, performing research for meetings, and occasionally taking minutes. An important part of the role will be diary management and meeting coordination. Other duties/responsibilities include:
- Having to make sound judgement calls regarding highly sensitive information (when and who to pass sensitive information).
- Ensuring internal and external communication remains appropriate and effective in an environment that can be fast-paced or stressful.
- Having the knowledge and experience to deputise for more senior EA during periods of leave/sickness.
- Providing support and corporate coordination of a wider group of Business Assistants (BA’s) across the organisation.
- Managing extremely busy and constantly fluctuating diaries for the Director of Operations and Associate Director of Operations.
- Dealing with and making informed judgements around conflicting priorities.
- Working closely with the EA to the Director of BGS to ensure effective continuity of the diaries and travel of the Executive Directors.
- Ensure effective management of administrative duties, including compliance with all relevant BGS policies and procedures.
- Liaise with senior staff, clients, visitors, and other members of staff on behalf of the Director of Operations and the Associate Director of Operations.
- Managing the office travel, including transport and accommodation using the UKRI travel provider.
- Collate and process expenses claims for the Director of Operations.
- Maintain office correspondence including post, draft routine correspondence.
- Maintain electronic filing system ensuring processes and software are up to date and working.
- Secretary support for Operations Leadership Team meetings.
- Coordination of the Science Advisory Committee meetings alongside the Corporate Scientific Support Specialist.
About you
We are looking for someone who is approachable and professional, very well organised and who has a willingness to help colleagues and be able to respect confidentiality and be proactive and enthusiastic.
Educated to at least ‘A’ level equivalent standard and/or have relevant comparable work experience of providing high-quality support, you will have a good amount of experience in an administrative or secretarial role. Qualifications in business administration and/or customer service (e.g. NVQ level 2 or 3) would be highly desirable.
Effective and professional verbal and written communication skills and the ability to communicate with people at all levels in a clear and concise manner are essential for this role. Also essential is candidates who are comfortable with using Microsoft Office applications, such as Outlook, Word, Excel and PowerPoint.
Please also refer to the additional specific essential and desirable skills criteria for this post.
Please note – you 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 your employment.
About us
The British Geological Survey (BGS) is an applied geoscience research centre that belongs to UK Research and Innovation (UKRI) and is affiliated to the Natural Environment Research Council (NERC). It is a world leading geological survey whose core mission is to advise government of science related to the subsurface and to undertake applied research to solve earth and environmental issues, both in the UK and globally. It is funded directly by UKRI, as well as through research grants and private sector contracts.
We strive to promote equality and diversity across our organisation in order to continuously improve our scientific and organisational efficiency. As such, we aim to have a workforce with employees from all backgrounds with people who are passionate about earth science and who share our dedication to work for the good of the environment and the benefit of society.
How to apply
Applicants are required to include a CV and covering letter outlining their suitability for the role. We would stress the importance of this paperwork in our selection process.
A well thought through application providing evidence and examples of how you meet the advertised essential and desirable criteria for the post will be considered far more favourably than a generic covering letter and CV.
If you experience any issues applying for this role, please contact Recruitment@ukri.org.
The closing date for receipt of applications is 28 May 2024. Interviews are expected to be held on Wednesday 5 June 2024 at our headquarters in Keyworth.
Skills Specification - Criteria to be assessed at Shortlist ‘S’ and Interview ‘I’ Stage
QUALIFICATIONS
Essential
- ‘A’ Level or higher diploma (or equivalent) in a business-related field or able to demonstrate significant relevant work experience in a senior support role (S)
Desirable
- Qualifications in business administration and/or customer service (e.g. NVQ level 2 or 3) (S)
EXPERIENCE
Essential
- A substantial amount of experience of supporting staff at a senior/director level, preferably in a Personal/Executive Assistant or secretarial type role (S)
- Experience of minute-taking, travel booking and procurement/expenses (S&I)
- Experience co-ordinating and working closely within a team (S&I)
- Experience of handling a workload and prioritisation, including managing electronic calendars using Microsoft Outlook (S)
Desirable
- Experience of using a formal procurement system (I)
KNOWLEDGE
Essential
- Knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Teams and Zoom (S&I)
- Ability and confidence to learn and use internal IT systems and databases e.g. Oracle (S)
Desirable
- Knowledgeable of BGS / UKRI processes and procedures (I)
SKILLS & ABILITIES
Essential
- Effective verbal and written communication skills (S&I)
- Ability to work unsupervised and work within a variety of teams, and to demonstrate flexibility and participate as a team member (I)
- Good attention to detail (I)
- Able to forward plan/anticipate needs of Directors and adapt to changing priorities (S&I)
- Ability to empathise with the needs of the business and colleagues and relate this to your support role in the organisation (S&I)
PERSONAL QUALITIES
Essential
- Approachable and an ability to work with staff at all levels (I)
- Discreet with a clear understanding of handling confidential information (I)
- Able to travel off-site occasionally (S)
MOTIVATION
Essential
- Demonstrates an enthusiasm for the work of BGS/UKRI and the BGS core values of impact, impartiality, and knowledge (S&I)
- You will be committed to a diverse and inclusive approach to work in the geosciences (I)
About The British Geological Survey (BGS)
The British Geological Survey (BGS) is an applied geoscience research centre that is part of UK Research and Innovation (UKRI) and affiliated to the Natural Environment Research Council (NERC). It is a world leading geological survey that provides a core science mission to inform government of science related to the subsurface and its interfaces and also undertakes applied research for solutions to earth and environmental processes, both in the UK and globally. It is funded directly by UKRI as well as through research grants and via private sector contracts.
BGS has an annual budget of approximately £60 million and employs 650 people. It has two main sites, a head office in Keyworth near Nottingham and the Lyell Centre, which is a joint collaboration with Heriot Watt University in Edinburgh. BGS works with more than 150 private sector organisations as well as having close links with 40 universities and sponsors approximately 100 PhD students each year.
How to Apply
Online applications only preferred for this role. Please submit your CV and a covering letter which clearly outlines how you fulfil the criteria specified along with your motivation for BGS and the role you’re applying for. 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 your application without a covering letter may result in your application not being considered. You will only be assessed on the content of your CV and covering letter and not the ‘experience’ section of the application.
About UKRI
UKRI launched in April 2018, UKRI is a non-departmental public body sponsored by the Department for Science, Innovation and Technology (DSIT).
Our organisation brings together the seven disciplinary research councils, Research England, which is responsible for supporting research and knowledge exchange at higher education institutions in England, and the UK’s innovation agency, Innovate UK 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.
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 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 flourish 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.