Secretariat Administration Support (10128)

At the SKAO we are coordinating a global effort to deliver one fo the largest science facilities on the planet. The SKAO telescopes will be next-generation instruments that will help to answer key questions in astrophysics, drive technological innovation and support human capital development. 

More than a dozen partner countries and over a thousand scientists and engineers around the world are already on board, making the SKA project an international collaboration like no other, and one of the most ambitious science and engineering endeavours of the 21st century.

Headquartered in the UK, with telescope sites in Australia and South Africa, the SKAO will be one observatory operating two telescopes, an endeavour spanning three continents. Multinational by design, in early 2021 the SKAO became an intergovernmental organisation, one of only a select handful of science infrastructures to do so worldwide.

Our Global HQ is located near the buzzing city of Manchester at the historic Jodrell Bank Observatory, a UNESCO World Heritage site located in the Cheshire countryside. It is home to a rapidly expanding international team of more than a hundred, working in a highly collaborative and inclusive way, in coordination with SKAO teams in Australia and South Africa as part of a global astronomy and engineering community.

Being part of Team SKA means contributing to something extraordinary: a uniquely exciting project to advance human knowledge that will last for decades. In return, we offer a diverse multicultural working environment, 30 days annual leave plus public holidays, a generous pension scheme, regular social events, a family-friendly environment and much more. Come and join us!

Secretariat Administration Support

An ideal opportunity for an enthusiastic and proactive individual to join a busy multicultural team, looking to develop their governance knowledge in an international setting.

Job Location
UK (Head Office)
Area / Department
Business Support function
Contract Type
Permanent
Salary
Competitive salary with generous pension, healthcare and leave benefits
Closing Date
25/06/2021
Ref No
10128

The Role

Reporting to and working on a day-to-day basis under the guidance of the Secretariat Administrator, the Secretariat Administration Support will provide administrative support for internal and external SKAO meetings. The Secretariat Administration Support will support all aspects of meeting preparation and administration from helping to set up meeting rooms and tidying up after use to notate meetings and drafting summaries.

This role is an entry level role to grow in experience with supervision. The successful candidate will be a proactive and self-motivated team player. 

Full-time hours will be 35 hours per week and flexible working may be considered compatible with reviews, milestones and office activities. Relocation assistance and support will not be available for this role.

Key Responsibilities, Accountabilities and Duties

The post holder will:

  • Provide secretariat and administrative support to internal and external meetings;
  • Notate meetings and produce minutes for sub committees;
  • Provide support at SKAO events, meetings, etc as required;
  • Provide cover for reception, office enquiries and general administration;
  • Ensure the meeting rooms and communal areas in the SKAO Headquarters are maintained tidy at all times.

The above responsibilities are not exhaustive and a flexible approach and willingness to adapt to unexpected and changing needs as well as performing further general administrative tasks is essential.

Mandatory Knowledge, Skills and Experience

To perform in this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

  • Completed secondary school education;
  • Fluent in the English language, both written and verbal;
  • Competent, effective minute taking skills;
  • Ability to provide clear, concise and timely written communications;
  • Good IT skills, especially use of MS Word;
  • Good interpersonal skills with a friendly and customer-oriented approach;
  • A flexible team player who is adaptable to change and able to work under own initiative;
  • Ability to maintain absolute discretion.

Desirable Knowledge, Skills and Experience

  • Completed or working towards a secretarial/administration qualification;
  • Good knowledge of Excel, PowerPoint and Outlook;
  • Touch typing and/or ShortHand/speed writing skills;
  • Experience of working in a busy office environment.

Equality Diversity and Inclusion Statement

SKA Observatory recognises that our diversity is a strength. We aim to create a welcoming and inclusive environment where everyone feels they belong, and diverse perspectives and ideas thrive. As such, Equality, Diversity, and Inclusion are at the core of SKA Observatory’s agenda.

Our aim is to recruit and retain the most talented individuals, regardless of gender, race, disability, age, sexual orientation, marital status, religion, nationality or background. 

 Women have traditionally been under-represented in the fields of science and engineering; SKA Observatory welcomes and encourages female applicants.  
 
Where applicants with a disability need facilities or adjustments to enable them to participate in the recruitment process, these will be provided.

SKA Observatory welcome all candidates, especially those from member countries.

The “How to Apply” information contained within the SKA Observatory recruitment portal provides more detail regarding our application and selection approach.