This role provides operational, administrative, and coordination support to ensure the smooth functioning of divisional activities, programmes, and workforce processes. The post holder contributes to day‑to‑day operational delivery, supports routine reporting requirements, and assists with the organisation of key business functions across the team.
The role involves working closely with senior staff, managers, and internal stakeholders to ensure timely completion of tasks, effective workflow management, and consistent communication across operational areas. The postholder is expected to manage competing priorities, maintain accurate records, and support the implementation of operational procedures to enable efficient and compliant service delivery.
Main duties of the job
The post holder supports the delivery of operational and administrative functions across the division by coordinating routine processes, maintaining effective communication channels, and ensuring that core business activities run efficiently.
Responsibilities include managing schedules, supporting internal reporting cycles, preparing documentation for meetings, maintaining accurate operational records, and contributing to the development and refinement of processes to improve efficiency. The post holder provides day‑to‑day support to senior colleagues by monitoring deadlines, managing information flow, and supporting the operational implementation of team priorities.
The main responsibilities of this role are:
- Coordinate administrative and operational tasks to support divisional workflows
- Maintain trackers, documentation, operational logs, and records to support internal processes
- Monitor shared inboxes, triage enquiries, and ensure timely responses or escalation
- Schedule meetings, prepare agendas, and support governance‑related administration
- Assist with recruitment coordination, onboarding activities, and workforce processes
- Contribute to reporting requirements by gathering information and preparing routine summaries
- Support the implementation of organisational policies and procedures to maintain compliance
- Escalate issues appropriately to senior staff and ensure workflows are maintained
- Provide general administrative support to managers and internal stakeholders as required
This is not an exhaustive list.
- Educated to graduate degree level/NVQ6 level (or equivalent qualification) in social sciences, arts and humanities, science and engineering, public health or climate change; or equivalent experience in a similar role
- Significant administrative/ secretarial experience including developing, implementing and maintaining office systems and handling sensitive information
- Experience of organising meetings and producing supporting paperwork, including agendas and taking minutes/action notes
- Experienced at working under pressure handling multiple tasks and prioritising own workload
- Communicate clearly and concisely both orally and in writing, taking time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money
- Understand that bullying, harassment and discrimination are unacceptable
- Ability to use finance systems and support financial analysis for reports
- Follow relevant policies, procedures and legislation to complete your work.
- Ability to work without supervision working to tight and often changing timescales
- IT skills and advanced Microsoft Office experience, including Word, Outlook, Excel, PowerPoint
- You work well as part of a team and strive to ensure the team pulls together and is effective
- You are inquisitive, you seek out new information and look for new ways to develop yourself
- An understanding of and commitment to equality of opportunity and good working relationships.
- Experience working in the public sector or a similar large organisation
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