JOB SUMMARY

The Radiation Effects and Radiation Dosimetry Departments are responsible for ensuring ionising and non-ionising radiation are used safely in society. We carry out research and development related to fundamental understanding of radiation effects and operational aspects of radiation dosimetry related to uses of radiation in research, industry and medicine. Our stakeholders include other government departments, colleagues in industry and academia, and the public and patients.

The post holder will:

• Provide day-to-day administrative and/or dedicated PA support to the Radiation Effects and Radiation Dosimetry Departments, act as PA to the Heads of Department and provide administrative support to the Radiation, Chemical, Climate and Environmental Hazards Directorate.
• Maintain effective working relationships with a variety of stakeholders both internal and external to the organisation.
• Work with minimal supervision and be expected to work flexibly as part of a multi-disciplinary team post providing a wide range of specific administrative duties.
• Work with colleagues who are based across the country at different sites and/or who work remotely.

JOB DESCRIPTION

Your key responsibilities will include:
PA Support

Provide dedicated comprehensive PA support to of one or more individual senior members of the directorate as requested. This may include:

• Reading, monitoring, and responding to the manager’s email
• Diary management
• Booking complex travel arrangements
• Preliminary drafting of correspondence on the manager’s behalf and/or preparing presentations
• Carrying out basic research

Administrative Support

• Provide comprehensive administrative support to teams across the Directorate
• Lead and act as a central coordinating point of contact for a range of business administration activities. This will include delegated lead responsibility for certain corporate function processes. For example, compiling and updating health and safety risk assessments or reporting of sickness absence and preparing and submitting returns on behalf of the team as required.
• Communicate and engage effectively with a range of people, including internal and external staff and stakeholders. This will include dealing with stakeholder enquiries promptly and courteously by email, telephone, letter or in person, referring to the relevant lead where appropriate.
• Responsible for the organisation of meetings and events and production of reports, papers, minutes and updating action logs as required. This will include providing secretariat support to teams and other internal meetings and networks as required.
• Support the development of systems and procedures where necessary to ensure efficiency, quality and cost effectiveness across the business support and administration function.
• Participate in relevant internal working groups/projects, services and initiatives across the organisation representing the Team, Directorate or Centre.
• Carry out timely and accurate information analysis and reporting on agreed areas of working and present findings in an agreed manner. This will include developing and maintaining databases as required by the job using a variety of digital and IT applications.
• Contribute to effective information management (including maintaining administrative and information resources, i.e. filing systems) and assist with the dissemination and/or collation of information/returns, in a timely manner.
• Responsible for organising and controlling own workload ensuring deadlines are observed and duties performed efficiently.
• Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
• In a radiation emergency, provide administrative support to the teams based at Chilton, a role which might involve some shift working and non-standard hours.Project Support
• Undertake project support in the absence of a dedicated project support role in the structure, responding to information requests and other tasks which will involve meeting tight deadlines and may include using digital tools, for example JIRA.
• This will include: assisting and working closely with members of the project team(s), supporting elements of projects as directed by the relevant lead or project manager; maintaining project plans; supporting the provision of management information; and participating in working groups.Financial and Resource Management
• Provide support and information to aid effective management of budgets, in liaison with the Finance Business Partner, including overseeing the placement and/or orders for goods and/or stationery using the MaPS system, receipt goods and maintain log of expenditure.
• Support the end of year / monthly close down of accounts.

Leadership and Management

• Be a visible, positive and competent role model and motivator, and provide training, advice and support in own area of responsibility.
• Undertake effective line management of staff (if applicable) within area of responsibility, including: undertaking annual appraisals and ensuring direct reports have access to appropriate training and induction; progressing any disciplinary or capability issues, as necessary; and participating in recruitment process of administrative staff.
• Supervise the business support team on their day-to-day activities, which may include call handling or data inputting.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

NATIONALITY REQUIREMENTS

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements

Administration / Corporate Support