Personal Assistant to CIO & ITO Project Coordinator; Mat Leave

• 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
• 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
• Personal Assistant:
• 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 proposals, timelines and budget
• Help to maintain the project plan; monitor progress against the plan, coordinate project activities and resources

• 28 days of holiday each year, plus three additional days (usually taken over Christmas) and bank holidays
• Life assurance
• Season ticket/car parking loan
• Annual leave purchase
• Childcare support allowance
• Back-up dependent care
• Discounted annual gym membership
• Bike to Work scheme
• Payroll giving
• Shopping discounts
• Defined contribution pension scheme, with the Crick contributing between 3% - 16% of salary

Significant experience supporting senior leaders and their teams in a Personal Assistant or Executive Assistant capacity.
* Strong organisational and time management skills, with the ability to prioritise competing demands, manage workload effectively and deliver high-quality outcomes within agreed deadlines

Experience taking accurate minutes and maintaining action logs to support effective follow-up and governance.
* Proven ability to handle sensitive and confidential information with discretion, professionalism and integrity

Proven ability to review communications, reports and documentation, identifying gaps, risks, issues or required follow-up actions

Experience coordinating projects and producing reports, presentations, dashboards or management information for leadership audiences, ideally within an information technology environment.
* Experience managing complex diaries, inboxes and correspondence on behalf of senior stakeholders, ensuring priorities are identified and actions are progressed appropriately.
* Minimum criteria*