Facilities & Business Support Coordinator - UKIFS

STEP; Abingdon; On-site; GBP 25,000 - 35,000; Full time

Job summary

A dynamic coordination role at an organisation is available in Abingdon. The successful candidate will act as a central point of coordination for the STEP Programme, providing high-quality administrative support. Responsibilities include managing diaries, organising meetings, and liaising with the Internal Communications team. Essential qualifications include GCSEs in English and Mathematics and demonstrable administrative experience. This position offers a unique opportunity to foster inclusion and contribute to an impactful programme.

Qualifications

• Experience in administration within a complex organisation is desirable.
• Excellent interpersonal and communication skills.
• Discrete and professional approach.
• Proven ability to cope with multiple tasks and prioritise appropriately.
• Excellent IT literacy.

Responsibilities

• Provide high-quality administrative and secretarial support for the STEP Programme.
• Organise diaries, arrange travel, and coordinate meetings.
• Prepare agendas, take minutes, and monitor meeting outcomes.
• Maintain accurate records and data systems.
• Manage requisitions and purchases in line with financial delegations.

Skills

Strong organisational and communication skills

Attention to detail

Ability to manage multiple priorities

Proactive approach

Ability to work collaboratively

Education

GCSE grade C and above in English Language and Mathematics

Demonstrable administrative experience

Tools

Microsoft Office

Job description

Job Description

This is a varied and dynamic position where you will act as a central point of coordination for the STEP Programme. Your responsibilities will include:

• Providing high-quality administrative and secretarial support to the STEP Programme Manager and Senior Leadership Team, aligned with the business calendar.
• Managing programme information and correspondence with discretion and confidentiality.
• Coordinating induction and orientation for new starters, ensuring a seamless onboarding experience.
• Working closely with the Internal Communications team to organise programme events and briefings.
• Collaborating with colleagues to maintain and update the STEP HIVE SharePoint with useful resources.
• Acting as an Inclusion Ambassador and Culture Champion, representing the wider STEP community.

Key Accountabilities

• Diary & Meeting Management: Organise diaries, arrange travel, training, meetings, and site visits. Coordinate internal and external meetings, including visitor management and site access.
• Internal Communications: Prepare agendas, take minutes, and monitor meeting outcomes. Encourage clarity and accurate written & verbal communication.
• Induction & Site Access: Deliver inductions for new starters and visitors, liaise with departments to secure IT access, passes and accommodation.
• Data & Record Management: Maintain accurate records and data systems, following organisational policies on IT security and document control.
• Purchasing & Travel: Manage requisitions and purchases in line with financial delegations. Organise UK and international travel and conference registrations.
• Recruitment Administration: Support recruitment campaigns, schedule interviews and liaise with hiring managers to ensure timely completion of processes.

What We’re Looking For

• Strong organisational and communication skills, with the ability to manage multiple priorities.
• A proactive approach and attention to detail.
• Experience in administration within a complex organisation is desirable.
• Ability to work collaboratively and champion inclusion and culture within the team.

Qualifications

Essential

• GCSE grade C and above, or equivalent in English Language and Mathematics.
• Demonstrable administrative experience.
• Excellent interpersonal and communication skills.
• Discreet and professional approach.
• Proven ability to cope with multiple tasks and prioritise appropriately.
• Excellent IT literacy and competency with Microsoft Office software.
• Proven ability to cope with multiple tasks and prioritise appropriately.

Additional Information

Professional Development and Collaboration: Actively engage with APM and other relevant external bodies as part of continuous development. Support the wider STEP PPM community via active contributions at STEP meetings and events, contributions at Community of Practice or conferences etc.

We welcome applications from under-represented groups, particularly women in STEM and individuals from British black and ethnic minority backgrounds, and individuals with disabilities. Our Executive team, supported by our Equality, Diversity and Inclusion (EDI) Partner and Inclusion Ambassadors, actively promotes EDI and takes steps to increase diversity within our organisation. We reinforce best practices in recruitment and selection and evaluate approaches to remove barriers to success.

UKIFS is committed to being accessible. Please email [e-mail] if you have any questions or require help or adjustments to compete on a fair basis, for example, changes to the way we interview or share information.

This role requires employees to complete an online Baseline Personnel Security Standard (BPSS), including the Disclosure & Barring Service (DBS) checks for criminal convictions. Whilst not required at this time, there is a possibility of an SC Clearance being required in the future. If a candidate already holds an SC clearance, that clearance can be transferred to UKIFS.

As we work towards our mission and goals, guided by our principles, STEP has six behaviours that are intended to capture the spirit of how we work:

• We champion safety
• We all matter
• We act as one
• We embrace change
• We are pioneering
• We deliver

For applicants applying from outside the United Kingdom or those who have spent time outside the UK in the last five years, please visit the following link for information on criminal records checks: https://www.gov.uk/government/publications/criminal-records-checks-for-overseas-applicants. If your country of residence or previous residence is not listed on the website or if the UK Government does not have information on obtaining a criminal records check from that state, we regret to inform you that we cannot process your application.