Personal Assistant to CEO&DCEO

www.findapprenticeship.service.gov.uk - Jobboard; City of Edinburgh; On-site; GBP 80,000 - 100,000; Full time

Job description

Background: The UK Space Agency:

The UK Space Agency (UKSA) is an executive agency of the Department for Science, Innovation & Technology (DSIT) and provides technical advice on thegovernment’s space strategy, supporting the UK space sector to deliver the government’s vision.

Space is a part of everyday life. Satellites underpin our national economy, from agriculture and banking to aviation and shipping, and support our national security. Space science provides critical data to understand and address global challenges such as climate change, while missions to explore our solar system unite nations and advance humanity’s horizons.

We support a thriving space sector in the UK, which generates an annual income of £18.9 billion and employs 52,028 people across the country.

Through ourportfolio of programmesand projects, we encourage the development of national space capabilities and are an early-stage investor in space research and development. We also promote the UK space sector’s interests and achievements; make connections to join up industry and academia; and represent the UK in international space programmes.

We have a powerful global voice, partnering with institutions across the world, including the European Space Agency.

More information about the Agency is available here: https://www.gov.uk/government/organisations/uk-space-agency

To discover more please watch this film https://www.youtube.com/watch?v=ZbZZ-o0IkVU

Our Inclusive Environment

We have an inclusive culture to make UK Space Agency a brilliant place to work where our people feel valued, have a voice and can be their authentic selves. We value difference and diversity, not only because we believe it is the right thing to do, but because it will help us be more innovative and make better decisions.

We offer first-class flexible working benefits, excellent employee well-being support and a great pension. We are fortunate to have a range of excellent staff networks and are proud to be a Disability Confident Leader employer. We will support talented people from all backgrounds to build a career and thrive.

We actively welcome applications from anyone who shares our commitment to inclusion.

The purpose of this position is to provide effective support to the CEO and DCEO(s) (SCS2s) in discharging their leadership and management responsibilities, helping ensure that the Agency meets its overall objectives. In addition to supporting their principals the role holder will also be expected to provide support to other directors to cover absence.

This includes the day-to-day administration duties, travel booking and management, responding to correspondence, as well as diary management.

The role holder will largely work autonomously with guidance from Executive Assistant (EA) to CEO Office as well as working directly to their principals. The role holder will be required to ensure that policies and procedures are complied with, for example in the booking and management of travel.

The PA will ensure effective and efficient office support is delivered to their principals. This will include:

• Responsibility for travel plans, such as booking travel and accommodation, for both their principals and, on occasion, those travelling with them.
• Dealing with invitations and requests for meetings, prioritising on behalf of their principals in order to manage their time efficiently.
• Identifying and arranging meetings both at UK Space Agency premises and outside, including booking meeting rooms and sourcing suitable meeting venues outside the office where required.
• Providing logistical information and advice on accommodation and best travel options for delegates to meetings, both nationally and internationally.
• Responsibility for effectively completing any other duties for a successful meeting or event such as bookings/catering orders/arranging for equipment such as projectors and teleconference facilities.
• As required, directing emails to others as appropriate and flagging urgent emails.
• Ensuring that meeting reminders, agendas, and other necessary administration for effective meetings, are undertaken efficiently and effectively.
• Responsibility for maintaining effective agency records and filing systems as appropriate.
• Diary management, including weekly meetings with their principals to ensure they are well prepared for upcoming commitments.
• General admin support for their principals to assist with ongoing projects.
• Responsibility for processing of principal’s expenses and refunds.
• Miscellaneous tasks as required.

Due to the scope and nature of the role the postholder will be expected to work largely autonomously, managing their own time to ensure that objectives and targets are met.