Job Description

Medical Research Council


Executive Assistant


Salary: 36,650 per annum


Band: UKRI Band D


Team: Challenge-Led Directorate


Hours: Full time


Contract Type: Open Ended


Location: Polaris House, Swindon, Wiltshire - Hybrid working available


Closing Date: 26th September 2025


This is an exciting position at the very heart of the organisation, where you will be exposed to scientific communities and Government partners across MRC and UKRI. You will play a vital role within the MRC Challenge-Led Directorate, providing proactive and strategic diary management, coordinating travel arrangements, and ensuring that briefings and essential materials are prepared and delivered promptly. In addition you will act as a key point of contact, managing the flow of information, supporting stakeholder engagement, and anticipating the needs of senior leaders to ensure their time is used effectively.


This is a varied and ambitious role supporting the Executive Director of Challenge-Led Themes, the Director of Research Talent, Skills and Careers, and the broader directorate. It requires you to build relationships across academia, business, and Government. You will have great attention to detail with the ability to execute tasks with speed and efficiency whilst communicating and collaborating effectively with a variety of stakeholders.

Key Responsibilities

Managing diaries and travel, using initiative to make considered judgements. Keeping key individuals informed of diary issues and alerting them to any potential problems regarding the future diary schedule. Ensuring that appropriate briefing and support is in place for all meetings. Building close working partnerships with internal and external stakeholders whilst demonstrating a high level of tact, diplomacy, integrity, and discretion Managing information flow, using knowledge and judgement to respond or to divert relevant information/queries to others where appropriate. Monitoring and handling correspondence and e-mails, taking the initiative to redirect queries to the right team or individual where appropriate; filtering and prioritising inward communications. Ensuring appropriate preparation for meetings by collating meeting papers, briefings and travel directions. Providing administrative support including preparing correspondence and expense claims. Taking notes of meetings, drafting resulting decisions and actions of meetings and following up on actions. Working flexibly to support colleagues and contributing to the overall functioning of an effective, efficient, and friendly executive support team. Finding opportunities for continuous improvement of activities. Raising purchase orders and receipting them Conducting research on behalf of senior leaders, such as finding key contact details, and gathering business intelligence. Assisting in formatting PowerPoint presentations, Word documents, and other materials to ensure clarity, professionalism, and consistency. Processing and submitting expense claims for senior leaders while also approving annual leave and expense submissions for team members where applicable. Carrying out any other duties appropriate to the role.

Person Specification

The below criteria will be assessed at Shortlisting (S), Interview (I) or both (S&I)

Essential

Experience using Microsoft Outlook, Microsoft Office and other software packages (e.g. Monday.com) (S/I) Excellent organisational skills (S/I) Able to work independently and as part of a team, taking a lead role when appropriate (S/I) Proactive in identifying and addressing tasks and challenges, taking initiative to resolve issues before they escalate (S) Able to juggle multiple demands and prioritise tasks to meet deadlines (I) Demonstrates a high level of tact, diplomacy, integrity, resilience, patience, and discretion (I) Able to take a positive approach to identify and deal with problems and initiate solutions (I) Attentive to detail and quality focused (S) Excellent communication and interpersonal skills (verbal, presentational and written) (S/I) Ability to work with competing priorities and to tight deadlines (I)

Benefits

We recognise and value our employees as individuals and aim to provide a favourable pay and rewards package! We are committed to supporting employees' development and promote a culture of continuous learning!


A list of benefits below:

An outstanding defined benefit pension scheme 30 days' annual leave in addition to 10.5 public and privilege days (full time equivalent) Employee discounts and offers on retail and leisure activities Employee assistance programme, providing confidential help and advice Flexible working options

Plus many more benefits and wellbeing initiatives that enable our employees to have a great work life balance!


For further information on our benefits please see:


Benefits of working at UK Research and Innovation (UKRI)


UKRI is an Equal Opportunity & Disability Confident Employer.

Please apply online, if you experience any issue applying, please contact Recruitment@ukri.org