Executive Assistant to Director of Infrastructure Systems (FTC Maternity Cover)
Executive Assistant to Director of Infrastructure Systems (FTC Maternity Cover)
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Job Description
Innovate UK has the following secondment opportunity available for employees of Innovate UK Business Connect:
Applications must be submitted by
Executive Assistant to Director of Heat and Power Net Zero Domain (Maternity Cover)
To provide comprehensive and proactive support to the Director of Infrastructure Systems and to facilitate smooth working relations within the Directorate and with the rest of Innovate UK.
*Please note this advert will close on 30th July 2025 at 23.59pm.
Watch our video Why Join Innovate UK here.
Title: Executive Assistant to Director of Heat and Power Net Zero Domain (Maternity Cover)
Band: UKRI Band D (UKRI Ts & Cs)
Salary: 36650 gross per annum
Reports to: Director of Infrastructure Systems
Location: Swindon (Hybrid Working)
Contract: Fixed Term Until (30/04/2026)
Employees applying for any opportunity which may mean being away from your substantive role for a temporary period of time please refer to the Recruitment Policy for further information in the first instance. If you are made an offer please ensure you liaise with your Line Manager and the designated HR Team as soon as possible in order that implications of any move are clear and understood prior to a move taking place.
Innovate UK recognises the importance of work-life balance and we will be happy to discuss any requests for flexible working arrangements.
Job Purpose:
To provide comprehensive and proactive support to the Director of NZ Heat and Power and to facilitate smooth working relations within the Directorate and with the rest of Innovate UK. To provide support to other senior managers as agreed.
We particularly welcome female applicants as women are under-represented within Innovate UK in this type of role.
Key Responsibilities and Accountabilities:
- Act as first point of contact for all callers or visitors to the Director taking telephone and email messages ensuring they are dealt with promptly efficiently courteously and with discretion
- Co-ordinate and maintain the Directors diary arranging meetings and appointments ensuring that commitments and competing demands are efficiently managed and future needs anticipated to enable the Director to operate effectively
- To manage Directors in-tray and email inbox and to ensure she/he is aware in a timely way of all relevant matters and deal with as much of other issues as possible. To know what and when to raise issues for the attention of the Director or others.
- Taking executive decisions on behalf of the Director in their absence e.g. on administrative or minor policy matters and going to appropriate Heads of Function or Directors (as appropriate) for decisions on other policy issues.
- Liaise with the communications team to plan speaking and media engagements. Organise meetings and conferences as required including arranging venues accommodation travel and refreshments. Attending the meetings as note/minute taker preparing and issuing the agenda and minutes and undertaking any follow up actions delegated.
- Lead improvement projects that refine and enhance administration finance and communications within the sector team and across the organisation
- Type and prepare documents correspondence/presentations and reports from manuscript sources. This includes producing high quality original letters and a range of documents which will require effective Excel and PowerPoint skills
- Collate materials research and analyse background information to assist the Director as required.
- Maintain and update any files records or directories used by the Director including any confidential filing system ensuring these are kept accurate and current for reference purposes
- Coordinate financial processing e.g. POs supplier verification approvals Project Authorisation Form (PAF) submissions etc.
- Compile all necessary paperwork and maintain a bring forward system to ensure that the Director is fully briefed prior to appointments and is able to respond to deadlines on differing requirements.
- Line-management of a Team PA may form part of the duties of this post.
- The EA will also ensure appropriate support is provided to Heads of Function using the combined resources of the EA and any Team PAs in the sector.
- Induction for new staff members
- Provide support for the wider Directorate as required particularly complex travel and team meeting arrangements
- As a member of the senior administration team provide cover for EA colleagues and support for Innovate UK-wide activities
- Support with ad-hoc project work as directed by the Director
This is not an exhaustive list and you might be encouraged to undertake any other duties across the wider directorate commensurate with the Band and level of responsibility of this post for which the post holder has the key experience and/or training.
Shortlisting criteria
(S) Assessed at shortlisting
(I) Assessed at interview
(S&I) Assessed at both shortlisting and interview
Person Specification:
Experience & Qualifications:
Essential
- Educated to at least A level standard or equivalent. (S)
- A professional and proven Secretary/PA with experience at a senior level (S&I)
- Strong senior administration experience (S&I)
- Experience of working with bespoke software and systems with an ability to comprehend these quickly (S&I)
- Demonstrable experience of handling sensitive information and upholding confidentiality (S)
- Organisation of high-level meetings key stakeholder events and co-ordinating visits sometimes overseas (S&I)
- Excellent working knowledge of Microsoft Office adept with PowerPoint and Excel (S)
- Demonstrable experience of working in a fast-paced high volume environment (I)
- Experience of working with remote teams and building strong working relationships (I)
Desirable
- Experience of working with Office 365 (training will be provided) (S&I)
Competencies:
All team members demonstrate compatibility with and capability against our Core Competencies such as:
Thinking and Problem Solving Stakeholder management Communication skills Influencing Self-awareness/self-management Strategic awareness Working with others Project management
Some of the above competencies will be assessed at interview stage in addition to the criterias listed in the person specification.
Travel Requirements:
Swindon-based and/or Remote-working: There may be the occasional requirement for national travel.
Equality Diversity and Inclusion:
Innovate UK is a diverse workforce of people. We believe that encouraging these differences and drawing the best from them will build a productive environment in which everyone feels valued where talents are fully utilised and in which organisational goals are met. Underpinning this is a belief that it is a fundamental right for everyone to be treated equally with fairness respect and dignity. We will act directly and use our influence to ensure that this right is promoted and upheld; we encourage applications from all those who meet the criteria set-out in our role profiles.
Equal Opportunities:
We are an equal opportunities employer committed to employing any person who meets the criteria for our roles. When undertaking recruitment we may require applicants to undertake certain tests or assessments some of which will be online and others may be in-person. If you have a disability heath condition or specific learning difficulty such as dyslexia then you may be entitled to support with undertaking this type of assessment exercise. Where you feel that reasonable adjustments are required to support you we ask that you advise your recruitment point of contact in a timely fashion providing further information. In confidence Innovate UK will then review your application for adjustments and provide support as required.
UK Research and Innovation:
Innovate UK is partner organisation within UK Research and Innovation. If successful in securing the position your employer will be UK Research and Innovation. More information can be found online Benefits:
We offer a benefits package crafted to provide an excellent work/life balance. This includes 30 days annual leave 10.5 public and privilege days flexible working hours an exceptional defined benefit pension scheme and access to a variety of support networks and discount schemes.
Benefits of working at UK Research and Innovation (UKRI)
Flexible Working:
We understand the importance of work-life balance and are happy to discuss the possibility of flexible working with applicants.
Pre-employment Screening:
To enable us to hire the very best people we will conduct a comprehensive pre-employment check on successful applicants as part of the recruitment process.
The role holder 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 the course of employment.
UKRI supports research in areas that include animal health agriculture and food security and bioscience for health which includes research on animals genetic modification and stem cell research. Whilst you may not have direct involvement in this type of research you should consider how this aligns with your personal values or beliefs. To enable us to hire the very best people we will conduct a full and comprehensive pre-employment check as a crucial part of the recruitment process on all individuals that are offered a position with UKRI. This will include a security check and an extreme organisations affiliation check.
Applications must be submitted by;
Required Experience:
Director
Employment Type
Full-Time
