UK Research and Innovation
Salary: £36,650
Hours: Full time
Contract Type: Open Ended.
Location: Polaris House, Swindon
Closing date: Thursday 30th January 2024
This is an exciting opportunity to join the Investment Planning and Strategy (IPS) group at the heart of UKRI. The IPS group works in an integrative way to harness the collective expertise across UKRI to set overall strategy for the organisation, lead investment planning, develop our impact evidence base and increase resilience and sustainability in the R&I system. We work collaboratively alongside colleagues in DSIT and other government departments, building the case for investment in R&I and to ensure UKRI's investment portfolio as a whole has the maximum impact on the economy and society.
Role Purpose
The purpose of the Secretariat Coordinator is to support the operation of an efficient and dynamic secretariat service through the delivery of a full range of secretariat activities, including leading on meeting organisation, scheduling and logistics. This is a varied and challenging role that requires the ability to build trusted relationships with senior stakeholders and peers, deliver at pace, communicate and collaborate effectively and have excellent attention to detail.
The Secretariat Coordinator is responsible for leading the provision of secretarial and administrative support to Senior Leaders and officials, liaising with stakeholders both inside UKRI and wider government. The role holder must be able to react quickly and independently to secretariat requests, effectively manage inboxes and undertake a range of administrative duties required of a busy Secretariat function. This role works collaboratively with teams across UKRI to collectively and efficiently deliver joined-up outcomes and manage priority issues.
Key Responsibilities
* Support the delivery of an efficient and dynamic secretariat service through the delivery of a full range of secretariat activities, including leading on meeting organisation, scheduling and logistics.
* Lead on the logistical and practical arrangements for committee meetings, securing meeting dates and venues, liaising with private office colleagues of the senior leadership team and working with external venues to ensure the committees’ requirements are met.
* Produce high-quality meeting records, taking notes, drafting resulting meeting minutes and proactively following up actions.
* Support forward planning and agenda management, applying judgement when juggling demands on the schedule.
* Support planning discussions information flow to and from the Executive and the relevant committee(s), using knowledge and judgement to direct relevant information/queries to others where appropriate.
* Help to refine and improve secretariat processes, sharing best practice with colleagues across UKRI.
* Manage team inboxes, respond promptly to queries and be the first point of contact for members and stakeholders.
* Maintain a good understanding of UKRI governance policies and procedures, supporting compliance and referring matters to the UKRI Governance Team as required.
* Provide ad hoc support for the team and wider IPS and UKRI projects, events and meetings as required.
This job description is only an outline of the tasks, responsibilities and outcomes required of the role and the job holder will carry out any other duties as may reasonably be expected by their line manager. Within the flexible and agile working style of IPS, individual remits and responsibilities may evolve and change to manage the broader range of work priorities across the team, group or organisation as required.
Person Specification
(S) – Assessed at shortlisting
(I) – Assessed at interview
(S&I) – Assessed at both shortlisting and interview
Essential
* Good communication and interpersonal skills with the ability to build and maintain strong working relationships with a wide range of senior stakeholders (S&I).
* Good planning and organisational skills, including experience of organising meetings and events (S&I).
* Excellent attention to detail and accuracy with the ability to produce high quality written documents and meeting reports that meet the requirements of senior stakeholders (S&I).
* Ability to work proactively on own initiative and as part of a team, taking a lead role when appropriate (S&I).
* Strong prioritisation skills with the ability to multi-task and deliver to tight deadlines (S&I).
* Demonstrate a high level of tact, diplomacy, integrity, resilience, patience and discretion (S&I).
Desirable
Experience of working closely with governing boards and committees of large organisations (S).
About UK Research and Innovation (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. Together we build an independent organisation with a strong voice and vision to ensure the UK maintains its world-leading position in research and innovation.
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.
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