Personal Assistant to CIO and ITO Project Coordinator

Salary for this Role: £40,740 with benefits, subject to skills and experience.

Job Title:

Personal Assistant to CIO and ITO Project Coordinator

Reports to:

James Clements

Closing Date: 16/Sept/ GMT

Job Description:

Job Title:

PA to CIO and ITO Project Coordinator (Mat leave) Details of the role:
Working pattern:
This is a fixed-term, maternity cover position on Crick terms and conditions of employment. Full-time or part-time (3-5 days per week) will be considered for the position. Hybrid role. Salary: £40,740 with benefits, subject to skills and experience (part time pro rata) Final date to receive applications: 16th of September 2026

About us The Francis Crick Institute is Europe’s largest biomedical research institute under one roof. Our world‑class scientists and staff collaborate on vital research to help prevent, diagnose and treat illnesses such as cancer, heart disease, infectious diseases and neurodegenerative conditions. The Crick is a place for collaboration, innovation and exploration across many disciplines. A space where the brightest minds can pursue big and bold ideas and discover answers to crucial scientific questions.

We support them in a dynamic environment which fosters excellence with state‑of‑the‑art infrastructure, cutting‑edge facilities, and a creative and curious culture. We’ve removed traditional boundaries of departments, divisions and disciplines and instead have an open approach that supports every researcher. This gives us the freedom to take risks and carry out high‑quality, pioneering research. Creating a space for discovery without boundaries helps us to turn our science into benefits for human health and the economy.

About the role We are looking for a proactive Personal Assistant to the Chief Information Officer (CIO) and ITO Project Coordinator to provide high‑level administrative, organisational and project coordination support across the Information Technology Office (ITO). Reporting directly to the CIO, this pivotal role requires a proactive, highly organised and confident individual who can anticipate needs, manage competing priorities and operate with minimal supervision.

Acting as a trusted partner to the CIO, you will oversee inbox and diary management, ensuring key messages, actions and draft communications are not missed while maintaining visibility of emerging priorities and business‑critical activities. You will coordinate meetings, events and departmental initiatives, prepare reports, presentations and briefing materials, compile quarterly departmental updates, and lead the production of the ITO monthly newsletter.

The role also plays a central part in coordinating team away days, stakeholder events and project activities, bringing together information from across the portfolio to support effective decision‑making and communication. Success in this position will come from your ability to think proactively, build strong relationships, manage confidential information with discretion and act as a highly professional representative of the CIO and the wider ITO team.

• Perform a variety of support tasks for the CIO including but not limited to: managing an active calendar of appointments and meetings; coordinating logistics for meetings, interviews, tours and appointments; arranging and monitoring travel plans, schedules and agendas; timely and accurate processing of expenses; prompt and accurate database entry. Keep the CIO well informed of upcoming commitments and responsibilities. Acts as a “barometer” for emerging issues related to priority concerns.
  
  Provide secretarial services as required, ensuring that written work is completed accurately, to a high standard and to the required timescale. Lead on the operation of meetings including proactive agenda preparation, coordination and creation, distribution and updating of action logs and minutes.
• Project Coordinator Work collaboratively, as well as independently, to coordinate ITO projects Arrange and coordinates project team meetings, document actions agreed and ensure relevant project documents are updated. Assist with the creation of project plans, project…