Personal Assistant

Personal Assistant

Chester Full-Time 30000 - 42000 £ / year (est.) No home office possible
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At a Glance

  • Tasks: Support Executive Directors with scheduling, travel arrangements, and administrative tasks.
  • Company: Join SKAO, a global leader in astrophysics and engineering based at Jodrell Bank.
  • Benefits: Enjoy 30 days annual leave, a generous pension scheme, and a vibrant multicultural environment.
  • Why this job: Be part of an extraordinary project that advances human knowledge and fosters collaboration.
  • Qualifications: Good education, PA experience, strong organisational skills, and proficiency in Microsoft Office required.
  • Other info: Flexible working hours and support for diverse applicants are key values at SKAO.

The predicted salary is between 30000 - 42000 £ per year.

This role is based at the SKAO Headquarters at Jodrell Bank, Cheshire, UK and is a 2-year fixed term contract.

At the SKAO we are coordinating a global effort to deliver one of the largest science facilities on the planet. The SKAO telescopes will be next-generation instruments that will help to answer key questions in astrophysics, drive technological innovation and support human capital development.

More than a dozen partner countries and over a thousand scientists and engineers around the world are already on board, making the SKA project an international collaboration like no other, and one of the most ambitious science and engineering endeavours of the 21st century.

Headquartered in the UK, with telescope sites in Australia and South Africa, the SKAO will be one observatory operating two telescopes, an endeavour spanning three continents. Multinational by design, in early 2021 the SKAO became an intergovernmental organisation, one of only a select handful of science infrastructures to do so worldwide.

Our Global HQ is located near the buzzing city of Manchester at the historic Jodrell Bank Observatory, a UNESCO World Heritage site located in the Cheshire countryside. It is home to a rapidly expanding international team of more than a hundred, working in a highly collaborative and inclusive way, in coordination with SKAO teams in Australia and South Africa as part of a global astronomy and engineering community.

Being part of Team SKA means contributing to something extraordinary: a uniquely exciting project to advance human knowledge that will last for decades. In return, we offer a diverse multicultural working environment, 30 days annual leave plus public holidays, a generous pension scheme, visa and support with relocation (if applicable), regular social events, a family-friendly environment and much more. Come and join us!

A great opportunity for a Personal Assistant to grow their skills and be part of an international, multicultural team.

We welcome applications from candidates of all nationalities, especially those from member countries. However, for these roles visa and relocation support will not be available and applicants must be able to comply with the terms of a UK based local contract, details of which may be accessed on SKAO\’s recruitment portal.

SKAO is committed to providing an inclusive and flexible working environment, meeting the requests of our Colleagues whilst also fulfilling the needs and objectives of the Observatory.

There may be occasions where this role requires the post holder to work across different time zones and, in line with SKAO policy, flexible working hours will be supported in agreement with the line manager.

This role is based at the SKAO Headquarters at Jodrell Bank, Cheshire, UK and is a 2-year fixed term contract.

The Role

Reporting to the Executive Office Manager in the Executive Office, the Personal Assistant will be responsible for ensuring efficient and effective PA support to Executive Directors including Programmes Director, Chief Finance Officer and HR Director.

The ideal candidate will be dependable, able to take initiative when needed, and comfortable working as part of a team, with good organisational and time management skills.

Key Responsibilities, Accountabilities and Duties

  • Organise and manage calendar schedules, coordinate appointments, and arrange meetings across different time zones.
  • Manage workflows and tasks between the Executive Directors and their respective Team Leaders.
  • Provide absence cover for the Personal Assistant to the Director General and Reception as required.
  • Manage inboxes for specified stakeholders.
  • Arrange travel, visas, accommodation for corporate travel.
  • Prepare expense claims for the Executive Directors.
  • Take notes or minutes at meetings and circulate within tight deadlines.
  • Support the preparation of meetings including agendas and itineraries for meetings and external visits.
  • Support the organisation and execution of events at the GHQ.
  • Provide general administrative support as required by the Executive Directors.

Mandatory Knowledge, Skills and Experience

  • Good level of education with a demonstrable competence in Mathematics and English.
  • Experience working as a Personal Assistant in a busy office environment.
  • Strong planning, time management and organisation skills.
  • Proven experience in managing calendars and scheduling meetings, events, and appointments.
  • Demonstrated experience in arranging business travel, including booking flights, accommodation, and visa coordination.
  • Excellent verbal and written communication skills, with the ability to engage stakeholders at all levels of seniority.
  • Ability to build good working relationships with a diverse employee population.
  • Good IT skills, with a working knowledge of Microsoft Office, particularly Word and Outlook, along with experience in processing expenses.
  • Capable of working independently and proactively, with tight deadlines.
  • High level of discretion and understanding of confidentiality.
  • Flexible team player, adaptable to change.

Desirable Knowledge, Skills and Experience

  • Experience handling stakeholder communications at different levels, from internal teams to external contacts.
  • Experience of working in an international environment.
  • Experience in handling complex international travel arrangements, including managing time zone differences and arranging multi-leg itineraries.

Equality Diversity and Inclusion Statement

SKA Observatory recognises that our diversity is a strength. We aim to create a welcoming and inclusive environment where everyone feels they belong, and diverse perspectives and ideas thrive. As such, Equality, Diversity, and Inclusion are at the core of SKA Observatory’s agenda.

Our aim is to recruit and retain the most talented individuals, regardless of gender, race, disability, age, sexual orientation, marital status, religion, nationality or background.

Women have traditionally been under-represented in the fields of science and engineering; SKA Observatory welcomes and encourages female applicants.

Where applicants with a disability need facilities or adjustments to enable them to participate in the recruitment process, these will be provided.

SKA Observatory welcome all candidates, especially those from member countries.

The “How to Apply” information contained within the SKA Observatory recruitment portal provides more detail regarding our application and selection approach.

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Personal Assistant employer: SKA Observatory

At SKAO, located at the historic Jodrell Bank Observatory in Cheshire, we offer a unique opportunity to be part of an international team dedicated to advancing human knowledge through groundbreaking scientific research. Our inclusive work culture fosters collaboration and innovation, providing employees with 30 days of annual leave, a generous pension scheme, and support for professional growth. Join us in a family-friendly environment where your contributions will help shape the future of astrophysics and engineering on a global scale.
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Contact Detail:

SKA Observatory Recruiting Team

StudySmarter Expert Advice 🤫

We think this is how you could land Personal Assistant

✨Tip Number 1

Familiarise yourself with the SKAO's mission and values. Understanding their commitment to international collaboration and scientific advancement will help you align your responses during interviews, showcasing your enthusiasm for being part of such a groundbreaking project.

✨Tip Number 2

Highlight your experience in managing complex calendars and scheduling across different time zones. Be prepared to discuss specific examples where you've successfully coordinated meetings or travel arrangements that required careful planning and attention to detail.

✨Tip Number 3

Demonstrate your ability to work in a multicultural environment. Share experiences where you've effectively communicated and collaborated with diverse teams, as this role requires building relationships with colleagues from various backgrounds.

✨Tip Number 4

Prepare to discuss your organisational skills and how you manage multiple tasks under tight deadlines. The role demands a proactive approach, so be ready to provide examples of how you've prioritised tasks and ensured smooth workflows in previous positions.

We think you need these skills to ace Personal Assistant

Organisational Skills
Time Management
Calendar Management
Meeting Coordination
Travel Arrangement
Expense Processing
Verbal Communication
Written Communication
Stakeholder Engagement
IT Proficiency in Microsoft Office
Confidentiality and Discretion
Proactive Problem-Solving
Adaptability
Team Collaboration

Some tips for your application 🫡

Tailor Your CV: Make sure your CV highlights relevant experience as a Personal Assistant. Focus on your organisational skills, time management, and any experience with international travel arrangements, as these are key for the role.

Craft a Compelling Cover Letter: Write a cover letter that showcases your enthusiasm for the SKAO project. Mention specific skills that align with the job description, such as managing calendars and coordinating meetings across different time zones.

Highlight Communication Skills: In your application, emphasise your verbal and written communication skills. Provide examples of how you've successfully engaged with stakeholders at various levels in previous roles.

Showcase Flexibility and Teamwork: Demonstrate your ability to work flexibly and as part of a team. Include examples from past experiences where you adapted to changing circumstances or collaborated effectively with diverse teams.

How to prepare for a job interview at SKA Observatory

✨Research the Organisation

Before your interview, take some time to learn about the SKAO and its mission. Understanding their role in global science and engineering will help you demonstrate your enthusiasm and alignment with their goals.

✨Showcase Your Organisational Skills

As a Personal Assistant, strong organisational skills are crucial. Be prepared to discuss specific examples of how you've managed calendars, coordinated meetings, or handled complex travel arrangements in previous roles.

✨Demonstrate Flexibility and Adaptability

Given the international nature of the SKAO, highlight your ability to work across different time zones and adapt to changing circumstances. Share experiences where you've successfully navigated challenges in a dynamic environment.

✨Prepare for Scenario-Based Questions

Expect questions that assess your problem-solving abilities. Prepare for scenarios related to managing conflicting schedules or handling sensitive information, and think through how you would approach these situations.

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