Personal Assistant to Director and Team Administrator

The postholder will provide comprehensive and proactive administrative support to the NIHR Life Sciences Industry Leadership Team, including the NIHR Life Sciences Industry Director, The Head of the NIHR Industry Hub and the Head of Industry  Engagement.  The role will also work collaboratively with the other Personal and Directorate Assistants to flexibly manage workload and cover any absences.

Context
The Life Sciences Industry Office is the national entry point for all NIHR industry engagement and delivery activity. It provides a coordinated platform supporting NIHR’s ambition to be a globally competitive partner for life sciences research.

Key Responsibilities

Director Support

• Being the single point of contact for Director of Life Sciences Industry
• Ensuring diaries are proactively managed: arranging regular and ad-hoc meetings, identifying and resolving appointment clashes to ensure that the Director’s time is optimised effectively
• Liaising with PAs and diary managers of senior individuals across the NIHR, Department of Health and Social Care, other public sector and commercial organisations
• Managing and organising the Director’s inboxes; responding to emails where appropriate and flagging emails according to urgency and action required as agreed
• Represent the Director within the NIHR and when dealing with external stakeholders

Life Sciences Industry Leadership Team Support

• Organising and servicing the Industry Leadership team meetings and ad hoc external meetings,including preparation of agendas, dissemination of paperwork in a timely manner, writing notes,taking down any actions and following up on them
• Managing travel requirements, including rail and air travel, hotels, conference registrations and venues and ensuring all have information required (e.g. tickets, travel info and maps)
• Booking meeting rooms and catering for internal meetings
• Ensure that the Director and their direct reports are aware of deadlines for completion of work and are sent timely reminders. Support with any necessary administrative tasks
• Attend the weekly leadership team meetings to ensure the post holder is fully embedded within the Life Sciences Industry Leadership team
• Act as a source of information and support to staff with regards to processes and systems e.g. HR, Finance, Recruitment
• Communication of information to teams 
• Providing support in the absence of colleagues in the Directors Support Office team

Essential Criteria

• Proven experience as an Executive PA or Senior Administrative Assistant supporting Board level or
  C-suite executives
• Advanced proficiency in Google Workspace, Microsoft Office, and Excel
• Strong understanding of governance, compliance and confidentiality in regulated environments
• Excellent organisational and time management skills, with the ability to manage competing priorities in a fast paced setting
• Advanced diary and inbox management across complex schedules
• Strong written and verbal communication skills, with the ability to engage confidently with senior stakeholders, external partners 
• Experience organising and supporting meetings and events, including agenda preparation and minute taking

Desired Criteria

• Experience working within the life sciences, healthcare, research, or public sector environment
• A relevant postgraduate qualification

Competencies and Behaviours

• Maintains a calm, professional manner under pressure
• Strong interpersonal and diplomatic communication skills
• Proactive and highly organised, with a positive, “can do” approach
• Ability to identify opportunities for continuous improvement and implement effective solutions
• Flexible and adaptable in a dynamic working environment
• Demonstrates strong attention to detail and accuracy

Compensation, Benefits & Working Arrangements:
Salary: £40,300 per annum
Location: Victoria, London (hybrid working model)
Contract Type: Full time, permanent  
Working Hours: 37.5 hours per week 
Annual Leave: 25 days, in addition to UK public holidays

Employee Benefits Include:
Annual, discretionary bonus 
Enhanced Contributory Pension Scheme
Life Insurance Cover
Benenden Healthcare Membership
Training and Development Opportunities 
Season Ticket Loan

NB: We offer a range of work life balance and family friendly, flexible working arrangements. This is an office based, hybrid role with an expectation for all employees to attend our offices 1 day each week, this may increase, subject to team requirements. 

Application
If you are excited about the prospect of joining our team and believe you possess the relevant skills and background, we invite you to apply. Please submit your CV along with a 'Statement of Suitability' that showcases your key skills and experiences in relation to the 'Essential and Desirable Criteria' outlined in the job description. Additionally, share your enthusiasm for working with the NIHR.

Closing date for applications is 9am on 7th April. 

Inclusion and Diversity
LGC strongly believes that every job applicant and employee should be valued for their individual talents regardless of age, disability, race, colour, ethnic or national origin, sex, sexual orientation, gender reassignment, marital or civil partnership, pregnancy or maternity, religion, or belief. Short listing, interviewing and selection will always be carried out without regard to gender, sexual orientation, marital status, colour, race, nationality, ethnic or national origins, religion or belief, age, or trade union membership. 

We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have any accessibility requirements please contact [email protected] to arrange appropriate support. 

For more information about LGC, please visit our website www.lgcgroup.com