Personal Assistant to Research Unit Director

We are seeking an experienced and reliable individual to provide comprehensive support to a Research Unit Director within the world-class Institute of Metabolic Science. If you thrive in a fast-paced environment, excel at multitasking, and possess exceptional communication skills, we want to hear from you!

Responsibilities:

• Provide administrative and PA support to Research Unit Director, including diary management, potentially complicated travel arrangements, processing expense claims, arranging meetings (e.g. book venues, arrange catering), preparing agendas and papers, minute-taking, circulation and action point follow up.
• Open, read and act on mail and e-mails received. Prioritise action to be taken, reply without intervention when able, draft responses and organise papers for signature.
• Draw attention to matters requiring urgent action and prepare the groundwork ready for response; liaise with appropriate staff for action in the event of the manager's absence.
• Read agendas for meetings, ensure all relevant documents and files are available, maintain filing system, including confidential files, committee papers and records to enable easy access and retrieval of documents.
• Maintain information flow within the department/unit and the wider University community acting as liaison with the department, university and external stakeholders, liaising with other team members to ensure effective maintenance of the department's web pages, maintain records of departmental/unit activities, manage the production of any communications and publicity materials, update publication records.
• Preparation and maintenance of records in relation to publications, grants, scientific meetings and public engagement activities. Inputting this information into a range of reporting systems and grant application platforms.
• Collate information, complete paperwork, check, submit and log expense claims. Maintain financial records regarding submission and receipt of expense reimbursements and follow up with external organisations when delays are experienced.
• Organise events such as meetings, seminars, publicity events, Alumni, provide administrative support including, prepare documents, respond to enquiries including press enquiries, circulate daily bulletins of events listings.
• Provide HR related administration. Place adverts, acknowledge applications, request references, arrange interview dates, liaise with department administrative officer on new appointments, induct new staff and allocate facilities e.g. phone, computer, desk etc.
• A positive, proactive influence within the Professional Services Team.

Requirements:

• Proven success as a Personal Assistant or Executive Assistant, ideally in a high-energy, fast-paced research environment.
• Exceptional organisational and time management skills with an ability for prioritising tasks and consistently hitting deadlines.
• Outstanding communication skills, both written and verbal, with the ability to confidently engage with individuals at all levels, especially senior board level members.
• Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other essential software tools.
• Meticulous attention to detail and a commitment to delivering accuracy in every task, even in a fast-paced setting.
• Discretion and the ability to handle confidential information with sound judgment.
• Adaptability to changing priorities and the ability to shift gears smoothly.
• Based within Addenbrookes Hospital on the Cambridge Biomedical Campus - an ideal setting to thrive and grow.
• Research environment experience is a must, and Cambridge University experience is a bonus.

If you have these qualities, we want you on our team!

Fixed-term: The funds for this post are available until 31 May 2031 in the first instance. The role is part-time, working 29.2 hours per week (0.8 FTE).

Closing date for all applications is Sunday 01 June 2025, with interviews to be held on Friday 06 June 2025.

Please ensure that you outline how you match the criteria for the post and why you are applying for this role on the online application form. Please include details of your referees, including e-mail address and phone number, one of which must be your most recent line manager.

Once an offer of employment has been accepted, the successful candidate will be required to undergo a basic disclosure (criminal records check) check, a health assessment and a security check.

The University actively supports equality, diversity and inclusion and encourages applications from all sections of society. The University has a responsibility to ensure that all employees are eligible to live and work in the UK.