Personal Assistant to Chief Information Officer and ITO Project Coordinator - Maternity Cover

Personal Assistant to Chief Information Officer and ITO Project Coordinator - Maternity Cover

This is a full-time, maternity cover position on Crick terms and conditions of employment.

Summary

This role reports to the Chief Information Officer (CIO). The role will be required to provide administrative support to the CIO and support the wider ITO (Information Technology Office) team on projects. The incumbent will be responsible for delivering their own workload and priorities and will work without close daily supervision.

Key Responsibilities

Personal Assistant

• Performing a variety of support tasks for the CIO including but not limited to: managing an active calendar of appointments and meetings; coordinating logistics for meetings, interviews, tours and appointments; arranging and monitoring travel plans, schedules and agendas; timely and accurate processing of expenses; prompt and accurate database entry.

• Keeps the CIO well informed of upcoming commitments and responsibilities. Acts as a “barometer” for emerging issues related to priority concerns.

• Provides secretarial services as required, ensuring that written work is completed accurately, to a high standard and to the required timescale.

• Leads on the operation of meetings including proactive agenda preparation, coordination and creation, distribution and updating of action logs and minutes.

• Proactively prepares briefing documents and ensures all paperwork is provided in a timely manner ahead of relevant meetings.

• Assists with facilitation of day-to-day operations and answer routine internal and external enquiries related to the work of the CIO.

• Takes independent decisions on how to respond to queries, directing them to others where appropriate.

• Builds effective communication networks with colleagues within the Crick and external stakeholders.

• Exhibits discretion when handling details of a confidential and sensitive nature

• Acts as an enthusiastic, knowledgeable, and professional face of the Crick, managing interactions with colleagues, collaborators and visitors

Project Coordinator

• Works collaboratively, as well as independently, to coordinate ITO projects

• Arranges and coordinates project team meetings, document actions agreed and ensure relevant project documents are updated.

• Assists with the creation of project plans, project proposals, timelines and budget.

• Helps to maintain the project plan; monitor progress against the plan, coordinate project activities and resources.

• Maintains risk, issue and action logs for projects.

• Assists with the maintenance of project templates and library, ensuring all documents are filed correctly and in an orderly manner.

• Assists with preparation and submission of regular project update reports as required and act as a point of contact for the project team on project status.

• Assists with the preparation of reports, correspondence, and presentations

Key Experience and Competencies

The post holder should embody and demonstrate our core Crick values: bold, imaginative, open, dynamic and collegial, in addition to the following:

Essential

• Educated to degree level or significant experience of working at a similar level

• Experience supporting on projects, preferably in information technology

• Analytical and organisational skills that reflect ability to perform and prioritise multiple tasks with excellent attention to detail

• Highly developed interpersonal and diplomatic skills with the ability to build and maintain relationships with stakeholders at all levels

• Proven ability to handle confidential information with discretion and adapt to various competing demands

• Adaptable and flexible with a positive attitude, prepared to take on a variety of tasks

• Excellent written and verbal communication skills

• High degree of computer literacy with proficiency in Microsoft Office suite

• Confident and articulate with excellent time management skills

• Ability to take initiative, but also to accept direction and seek guidance appropriately

• Flexible and results-oriented, willing to occasionally work on evenings and/or weekends where required to support special events, meet deadlines or support operational matters

Desirable

• Project Management qualification