Secretariat Administration Support

Overview

An exciting opportunity for proactive and self motivated team player with excellent minute taking skills to join an international, multicultural organisation.

The Secretariat Administration Support will provide administrative support for internal and external SKAO meetings, including taking meeting minutes and drafting summaries, as well as supporting all aspects of meeting preparation and administration. Some flexibility will be needed occasionally as meetings take account of international time zones.

This role is 35 hours per week and is based at the SKAO Headquarters at Jodrell Bank, Cheshire, UK.

We welcome applications from candidates of all nationalities, especially those from member countries. However, for this role relocation support will not be available and applicants must be able to comply with the terms of a UK based local contract, details of which may be accessed on SKAO's recruitment portal.

SKAO is committed to providing an inclusive and flexible working environment, meeting the requests of our Colleagues whilst also fulfilling the needs and objectives of the Observatory.

This role requires the post holder to work across different time zones and, in line with SKAO policy, flexible working hours will be supported in agreement with the line manager.

Responsibilities

• Provide secretariat and administrative support to internal and external meetings, including:
  • Support all aspects of meeting preparation and administration - arrange meetings, coordinate document circulation, help to set up meeting rooms and tidy up after use.
  • Take meeting minutes, questions/answers and draft summaries.
• Provide support at SKAO events, meetings, etc. as required.
• Support expense payments for delegates to ensure timely reimbursements.
• Cover for Reception, respond to office enquiries and general administration support.
• Update documents monitoring the Secretariat function.
• Report to and work on a day to day basis under the guidance of the Council Secretary.
• Coordinate with Member and Observer country representatives about the various governance meetings.

These responsibilities are not exhaustive. A flexible approach and willingness to adapt to unexpected and changing needs, as well as performing further general administrative and other tasks, is essential.

Qualifications

• Fluent in the English language, both written and spoken to provide clear, concise and timely communications.
• Competent, effective minute taking skills.
• Experience in an office environment.
• A flexible team player who is adaptable to change and able to work under own initiative.
• Ability to maintain absolute discretion.
• Good interpersonal skills with a customer oriented approach.
• Good IT skills, especially use of MS Word.
• Completed secondary school education.
• Good knowledge of Excel, PowerPoint and Outlook.
• Touch typing and/or shorthand/speed writing skills.
• Meeting coordination across multiple countries.
• Experience of working in a busy office environment.
• Completed or working towards a governance/secretarial/administration qualification.