Purpose
This role is based across two departments and therefore requires the development of effective working relationships within both teams. You will also work with a range of external and internal stakeholders, including event attendees and other administrators across the Trust.
Due to the nature of this role, we expect 50–60% attendance in the office (typically Tuesday to Thursday) to assist with relevant on-site activities.
Main responsibilities
Reporting to the Governance Business Partner, the key performance indicators are outlined below.
- Provide support to the Communications & External Affairs Team:
- Support internal team meetings through identifying dates, preparing agendas, booking and setting up meeting rooms, arranging video conferencing, note taking, managing actions.
- Assist with event planning and delivery for both online and in-person events. Tasks may include liaising with speakers and attendees, managing delegate lists, venue booking, organising refreshments and preparing rooms.
- Provide administrative support to the Director of Communications & External Affairs, including ad-hoc diary support, booking travel and accommodation where required.
- Compile high quality stakeholder lists and update contacts on internal databases (e.g. excel, Salesforce, MS SharePoint).
- Support the scheduling and analysis of social media content, working closely with the Senior Content Editor and Media & Public Affairs Manager.
- Support routine team activities and larger development projects by handling additional tasks as required.
- Provide support to the Operations Team.
- Assist the Finance Manager with routine financial functions, such as processing invoices and expense claims, administering internal control processes as appropriate.
- Assist the Data Protection Officer with information security record keeping activities.
- Support the IT & Cybersecurity Manager to deliver on-site IT support and basic troubleshooting.
- Support the Resources Manager, including receiving deliveries & updating office signage.
- Support the HR Manager with recruitment, scheduling induction meetings and other HR tasks as required.
- Support routine team activities and larger development projects by handling additional tasks as required.
- Provide general support across the Nuffield Trust.
- Answer the remote door entry system, managing visitors and suppliers. Greet visitors on site and deliver excellent front of house hospitality.
- Provide administrative support to internal working group meetings, including the ISMS Working Group, Data Strategy Group, Risk Steering Group and IT Steering Group, including note-taking and proactive management of actions.
- Manage email inboxes and calendars for general/shared email accounts.
- Answer and triage incoming telephone calls.
- Distribute incoming mail appropriately.
- Contribute to the Trust’s values.
- Uphold the ethos of the Nuffield Trust, demonstrating a commitment to our principle of objectivity and to our internal values of Boldness, Rigour and Responsiveness, Inclusivity, Curiosity, and Kindness.
- Understand and apply the principles of information governance and abide by the Nuffield Trust’s policies.
- Undertake any other duties which may reasonably be required in furtherance of the objectives of the Trust.
Person specification
Essential experience - Evidence of experience in a similar role, with a proven ability to work effectively with a wide range of people.
- Experience of working calmly under pressure and to tight deadlines.
- Evidence of some exposure to electronic diary/calendar management.
Skills and abilities - Self-motivated, with the ability to work without close supervision, and manage own time effectively.
- Excellent attention to detail, with the ability to identity and fix errors within work. Excellent organisational skills, with the ability to plan ahead, and prioritise multiple tasks effectively in order to meet deadlines.
- Able to communicate information and ideas clearly and simply, with a variety of people, both verbally and in writing.
- A creative thinker who looks for opportunities to improve the way things are done and can demonstrate a high level of initiative.
- Excellent interpersonal skills, with the ability to build good working relationships with people at all levels of seniority.
- Good level of general numeracy.
- Strong professional integrity, with a clear understanding of the importance of maintaining confidentiality.
- Strong team player, with a flexible, proactive and positive approach to work.
- A commitment to diversity, equity & inclusion in working relationships and practice.
- Strong IT skills and familiarity with business software such as Microsoft Office or customer relationship management software such as Salesforce.
- A strong commitment to learning and developing in order to improve performance.
Desirable experience - Previous experience of planning events.
- All employees are required to work within Nuffield Trust’s policies, ensuring these are carried out in relation to the job, e.g., Confidentiality; Data Protection; Equity, Diversity & Inclusion.
- All employees may be asked to undertake other duties and responsibilities appropriate to their level, as determined by their Line Manager, on an occasional basis.
This Job Description reflects the requirements of the post at the time of writing. The needs and circumstances may change over time and therefore the Job Description may need to be reviewed in the light of any such changes which may occur.
