Secretariat Coordinator in Swindon

Come and join us to provide an efficient and dynamic secretariat service, supporting the UKRI Board and Executive Committees to make decisions and enable research and innovation across various fields. Make an impact in this varied and exciting role, working with internal and external collaborators at all levels of the organisation.

About the role

The purpose of the Secretariat Coordinator is to support the operation of an efficient and dynamic secretariat service through a full range of activities, including leading on meeting organisation, scheduling and logistics. It requires forming positive relationships with senior collaborators and peers, working efficiently, communicating clearly, collaborating effectively, and paying close 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. You must be able to react quickly and independently to secretariat requests, effectively manage our shared inbox 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 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, collaborating closely 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 shared 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.

Personal Specification

• Good communication and interpersonal skills with the ability to build and maintain strong working relationships with a wide range of senior stakeholders.
• Good planning and organisational skills, including experience of organising meetings and events.
• Excellent attention to detail and accuracy to produce high quality written documents and meeting reports that meet the requirements of senior stakeholders.
• Ability to work proactively on own initiative and within a team.
• Strong prioritisation skills with the ability to multi-task and deliver to tight deadlines.
• Able to demonstrate a high level of tact, diplomacy, integrity, resilience, patience and discretion.

Benefits

We recognise and value our employees as individuals and aim to provide a favourable pay and rewards package. We are committed to supporting employees' development and promote a culture of continuous learning. A list of benefits include:

• An outstanding defined benefit pension scheme.
• 30 days' annual leave in addition to 10.5 public and privilege days (full time equivalent).
• Employee discounts and offers on retail and leisure activities.
• Employee assistance programme, providing confidential help and advice.
• Flexible working options.
• Plus many more benefits and wellbeing initiatives that enable our employees to have a great work life balance.

UKRI is an Equal Opportunity & Disability Confident Employer. Please apply online. If you experience any issue applying, please contact Recruitment@ukri.org. We reserve the right to close early and encourage candidates to apply soon as possible. As this job does not fulfil the UK Government minimum criterion for obtaining sponsored migrant worker status, we will be unable to apply for sponsorship for anyone not eligible to work in the UK. At interview, all shortlisted candidates are required to bring with them identification documents and original documents that prove they hold or can obtain the right to work in the UK.