Personal Assistant to Director and Team Administrator

Company Description

LGC Ltd (www.lgcgroup.com) is an international life sciences company serving government, academic, pharmaceutical, agricultural biotechnology, food, environment, security and sports sectors. LGC’s Grant Management Group (GMG) oversees multiple research funding programmes on behalf of government departments and national health organisations to improve NHS patient care and outcomes.

The National Institute for Health and Care Research (NIHR) is funded by the Department of Health and Social Care (DHSC). We work in partnership with the NHS, universities, local government, other research funders, patients and the public www.nihr.ac.uk.

Job Description

The postholder is responsible for providing detailed and anticipatory administrative help to the NIHR Life Sciences Industry Leadership Team. This covers the NIHR Life Sciences Industry Director, the Head of the NIHR Industry Hub, and the Head of Industry Engagement. The role requires working alongside other Personal and Directorate Assistants to adjust workload and cover any absences as needed.

The Life Sciences Industry Office is the national entry point for all NIHR industry engagement and delivery activity. It provides a coordinated platform supporting NIHR’s ambition to be a globally competitive partner for life sciences research. This is an exceptionally outstanding opportunity to be at the forefront of world-class research collaboration!

Key Responsibilities

• Director Support
• Serving as the sole liaison for the Director of Life Sciences Industry
• Ensuring diaries are actively managed: scheduling regular and ad-hoc meetings, spotting and addressing appointment conflicts to guarantee that the Director’s time is used efficiently
• Liaising with PAs or equivalent experience and diary managers of senior individuals across the NIHR, Department of Health and Social Care, other public sector and commercial organisations
• Managing and coordinating the Director’s inboxes; responding to emails where appropriate and flagging emails according to urgency and action required as agreed
• Represent the Director within the NIHR and when dealing with external collaborators

Support for the Life Sciences Industry Leadership Team

Coordinating and supporting the Industry Leadership team meetings and occasional external meetings. This includes preparing agendas, distributing documents promptly, taking notes, recording actions, and following up on them.

Managing travel requirements, including rail and air travel, hotels, conference registrations and venues and ensuring all have information required (e.g. tickets, travel info and maps)

Booking meeting rooms and catering for internal meetings

Ensure that the Director and their direct reports are aware of deadlines for completion of work and are sent timely reminders. Support with any necessary administrative tasks

Join the weekly leadership team meetings to confirm the post holder is completely involved within the Life Sciences Industry Leadership team

Act as a source of information and support to staff with regards to processes and systems e.g. HR, Finance, Recruitment

Communication of information to teams

Providing support in the absence of colleagues in the Directors Support Office team

Qualifications

Essential Criteria

• Proven experience as an Executive PA or Senior Administrative Assistant supporting Board level or C-suite executives
• Advanced proficiency in Google Workspace, Microsoft Office, and Excel
• Strong understanding of governance, compliance and confidentiality in regulated environments
• Proven organisational and time management proficiency, skilled at managing conflicting priorities in a rapid-paced workplace
• Advanced diary and inbox management across complex schedules
• Strong written and verbal communication skills, with the ability to engage confidently with senior collaborators and external partners
• Experience organising and supporting meetings and events, including agenda preparation and minute taking

Desired Criteria

Experience operating within the life sciences, healthcare, research, or public sector environment

A relevant postgraduate qualification

Proficiencies and Behaviours

• Maintains a calm, professional manner under pressure
• Strong interpersonal and diplomatic communication skills
• Proactive and highly organised, with a positive, “can do” approach
• Ability to find opportunities for continuous improvement and implement effective solutions
• Flexible and adaptable in a dynamic working environment
• Demonstrates strong attention to detail and accuracy
• Additional Information
• Benefits & Working Arrangements:
• Location: Victoria, London (hybrid working model)
• Contract Type: Full time, permanent
• Working Hours: 37.5 hours per week
• Annual Leave: 25 days, in addition to UK public holidays
• Employee Benefits Include:

Annual, discretionary bonus

Enhanced Contributory Pension Scheme

Life Insurance Cover

Benenden Healthcare Membership

Training and Development Opportunities

Season Ticket Loan

NB: We offer a range of work life balance and family friendly, flexible working arrangements. This is an office based, hybrid role with an expectation for all employees to attend our offices 1 day each week, this may increase, subject to team requirements.

Application

If you are excited about the prospect of joining our team and believe you possess the relevant skills and background, we invite you to apply. Please submit your CV along with a 'Statement of Suitability' that showcases your key skills and experiences in relation to the 'Essential and Desirable Criteria' outlined in the job description. Additionally, share your enthusiasm for working with the NIHR.

Inclusion and Diversity

LGC strongly believes that every job applicant and employee should be valued for their individual talents regardless of age, disability, race, colour, ethnic or national origin, sex, sexual orientation, gender reassignment, marital or civil partnership, pregnancy or maternity, religion, or belief. Short listing, interviewing and selection will always be carried out without regard to gender, sexual orientation, marital status, colour, race, nationality, ethnic or national origins, religion or belief, age, or trade union membership.

We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have any accessibility requirements please contact [email protected] to arrange appropriate support.

For more information about LGC, please visit our website www.lgcgroup.com