Personal Assistant

City, London
Wellcome Trust

Salary: £31,150

Closing date: Wednesday, 14 June 2023

Contract type: Permanent

The Wellcome Trust is a global charitable foundation. We improve health for everyone by funding science, leading policy, and advocacy campaigns, and building partnerships.

We plan to spend £16bn over the next ten years, funding new discoveries in life, health, and wellbeing, and taking on three global health challenges: mental health, infectious disease and climate and health.

These challenges need the bold science we support, but they won’t be solved by science alone.

We are looking for a PA (Personal Assistant) to join our team.

Where in Wellcome will I be working?

You will be part of the Business Support team within the Digital and Technology (D&T) department reporting to Business Support Manager. The team covers a variety of services that support the department including procurement of IT hardware and software, contracts management, supplier management, provision of mobile devices and EA/PA support for the senior leadership team in D&T.

What will I be doing?

You will be providing executive level secretarial support for 2-3 Senior Leadership Team (SLT) members, covering all project, operational and administrative tasks supporting the SLT, and their teams as required. As part of the Business Support team, you will also be focusing on department wide process improvement and communication.

As a Personal Assistant, you will:

• Provide administrative support to 2-3 Senior Leadership Team (SLT) members and their teams as required
• Arrange travel and meetings for SLT and team
• Manage diaries and emails, organise internal and external meetings and appointments
• Prepare papers for internal and external meetings, attending such meetings and producing minutes as required
• Develop and implement process improvements that enable SLT to operate more effectively
• Contribute to a diverse and inclusive culture across the organisation, collaborating across departments.

Is this job for me?

You will be a forward thinking, confident and organised individual who is able to take the initiative to support the SLT and the department as appropriate. You will be proactive in seeking process improvements and you will have the ability to be discrete, flexible, and efficient in all tasks. Multi-tasking, prioritising, and working to deadlines will be required. You will be the first point of contact for the SLT members that you will be supporting, and the role will provide lots of variety with no two days being the same. You will gain exposure to the wide range of operations of the D&T department and will be a valuable sounding board for key decision makers as appropriate.

We are looking for someone who:

• Is experienced as a Personal Assistant or Administraton
• Has advanced IT Skills – excellent working knowledge of Microsoft Office software including SharePoint
• Skilled in calendar and email management
• Has demonstrable experience in preparing agendas, paperwork and minute taking for meetings
• Is methodical, and organised with a high attention to detail
• Is able to multi-task, prioritise, take initiative and work to deadlines

To apply please upload your current CV and complete our short application.

Interview dates: Second half of June

You can view the full job description on our website

You can read more about the benefits we offer our employees on our website

Our Hybrid Way of Working

We understand that our colleagues have commitments and personal interests outside of work and we strive to build a flexible working environment, in which people can perform at their best. We are currently working 2 days per week (Tuesdays and Wednesdays) from our Euston Road offices (as part of our hybrid Ways of Working) with the remaining 3 days from home.

Diversity and Inclusion is at the heart of everything we do

Diversity and Inclusion is a priority at Wellcome. We are committed to cultivating a fair and inclusive environment, where everyone can be themselves and thrive. We are happy to discuss flexible working options for all roles. We work to ensure that our recruitment processes are as inclusive as possible to everyone. This includes making adjustments for people who have a disability or long-term condition. Please visit our website for more information on adjustments and accessibility, or contact us.