Executive Assistant

Executive Assistant
The Lyell Centre, Edinburgh
Location: based at the BGS offices in Edinburgh which are situated on the Heriot-Watt University (HWU) campus
Grade: UKRI - Band C
Salary: £28,498 per annum
Hours: Full-time – 37 hours a week (some flexible working options may be available, including a small amount of remote working, in line with BGS policy)
Contract type: Permanent
Closing date: 1st April 2024
Please note that internal UKRI applicants will currently be subject to the UKRI Pay & Reward Policy & Guidance to determine their starting salary

A great benefits package is offered, including an outstanding pension scheme, 30 days annual leave plus bank holidays, and access to flexi-time

About the role

An exciting opportunity has arisen for a motivated and experienced Executive Assistant to provide highly effective administrative support for the Director of the Lyell Centre and for the BGS Director of Communications & External Affairs.

The successful applicant will work closely with the BGS Lyell Centre Director supporting high level tasks, meetings, strategic events, and high-profile visits. You will also be responsible for preparing meeting agendas, performing research for meetings, and taking minutes. An important part of the role will be diary management and travel booking and coordination. Other duties/responsibilities include:

• Ensure effective management of projects and administrative staff in the Lyell Centre, including compliance with all relevant BGS policies and procedures.

• Manage the Health & Safety (H&S) of projects including ensuring suitable Risk Assessments are prepared for all fieldwork and business travel.

• Liaise with senior customers including Government ministers, senior staff, HWU staff, clients, visitors, and other members of staff on behalf of the Directors.

• Prepare monthly reports including BGS Board and Senior Management Board paper submissions.

• Coordinate the Lyell Centre and Project Review budgets.

• Manage Directors' travel, including visas, flights, transport, and accommodation.

• Maintain office correspondence including post, draft routine correspondence both electronic and paper.

• Collate and process expenses claims.

• Maintain electronic filing system ensuring processes and software are up to date and working.

• Develop tools/systems to record necessary data the Directors require.

• Line management of one Lyell Centre Business Assistant and regular liaising with other Business Assistants to ensure they provide effective support and cover for their science areas.

• Secretary support for quarterly regional H&S meetings.

• Maintain strong working relationships with other departments including the Executive Assistant and Business Assistants in the BGS headquarters in Keyworth and the Executive Assistants in HWU.

Beyond the day-to-day general administrative duties set out above, this post is involved in a growing number of ‘special’ review projects and this work is complex and sensitive – the Lyell Centre Director will need your support whilst leading these projects and regular liaison with other BGS Directors, Heads of Teams will be required.

About you

You will have a substantial amount of experience with supporting staff at a senior/director level, preferably in a Personal Assistant or secretarial type of role.

We are looking for someone educated to Degree/Higher Diploma (or equivalent) level in a business-related field or who can demonstrate significant relevant work experience.

Please also refer to the additional specific essential and desirable skills criteria for this post.

Please note – you will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during your employment.

About us

The British Geological Survey (BGS) is an applied geoscience research centre that belongs to UK Research and Innovation (UKRI) and is affiliated to the Natural Environment Research Council (NERC). It is a world leading geological survey whose core mission is to advise government of science related to the subsurface and to undertake applied research to solve earth and environmental issues, both in the UK and globally. It is funded directly by UKRI, as well as through research grants and private sector contracts.

We strive to promote equality and diversity across our organisation in order to continuously improve our scientific and organisational efficiency. As such, we aim to have a workforce with employees from all backgrounds with people who are passionate about earth science and who share our dedication to work for the good of the environment and the benefit of society.

How to apply

Applicants are required to include a CV and covering letter outlining their suitability for the role. We would stress the importance of this paperwork in our selection process.

A well thought through application providing evidence and examples of how you meet the advertised essential and desirable criteria for the post will be considered far more favourably than a generic covering letter and CV.

Please apply online, if you experience any issues applying for this role, please contact Recruitment@ukri.org.

The closing date for receipt of applications is 1st April 2024. Interviews are expected to be held in mid to late April 2024 in Edinburgh.

Executive Assistant: Skills Specification

Criteria to be assessed at Shortlist ‘S’ and Interview ‘I’ Stage

Qualifications

Essential

• Degree or higher diploma (or equivalent) in a business-related field or able to demonstrate significant relevant work experience in a senior support role (S)

Experience

Essential

• A substantial amount of experience of supporting staff at a senior/director level, preferably in a Personal Assistant or secretarial type role (S)

• Experience of line managing or supervising staff and co-ordinating the work of a team (S&I)

• Experience of minute-taking, travel booking and procurement/expenses (S&I)

• Experience of handling a workload and prioritisation, including managing electronic calendars using Microsoft Outlook (S)

• Understanding of and experience of handling budgets (S)

Knowledge

Essential

• Knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Teams and Zoom (S&I)

• Ability and confidence to learn and use internal IT systems and databases e.g. Oracle (S)

Skills & abilities

Essential

• Effective verbal and written communication skills (S&I)

• Ability to work unsupervised and work within a variety of teams, and to demonstrate flexibility and participate as a team member (I)

• Able to forward plan/anticipate needs of Directors and adapt to changing priorities (S&I)

Personal qualities

Essential

• Approachable and an ability to work with staff at all levels (I)

• Able to travel off-site occasionally (S)

• Discreet with a clear understanding of handling confidential information (I)

Motivation

Essential

• Demonstrates an enthusiasm for the work of BGS/UKRI and the BGS core values of impact, impartiality, and knowledge (S&I)

• You will be committed to a diverse and inclusive approach to work in the geosciences (I)