Personal Assistant - London, United Kingdom - Wellcome Trust

Wellcome Trust

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Salary:
£ 37,644

Closing date:
Wednesday, 19 July 2023

Contract type:
Fixed Term Contract

The Wellcome Trust is a global charitable foundation. We improve health for everyone by funding science, leading policy, and advocacy campaigns, and building partnerships.

We plan to spend £16bn over the next ten years, funding new discoveries in life, health, and wellbeing, and taking on three global health challenges: mental health, infectious disease and climate and health.

These challenges need the bold science we support, but they won't be solved by science alone.

We are looking for a Personal Assistant to join our team for a period of c. 912 months maternity cover.

Where in Wellcome will I be working?

You will join the Legal Operations team, in Legal, reporting to the Legal Operations Manager.

What will I be doing?

You will provide a broad range of administrative, secretarial, and projectbased support to the Legal Investments team specifically.

The focus of the Legal Ops team is to drive operational efficiency by equipping the wider Legal team with better systems and processes to enable it to meet its strategic and operational goals.

As a Personal Assistant, you will:

Provide solid administrative, secretarial, and projectbased support to:

ensure the active and timely use of our matter management system (ES Unity/Intapp Docs) assist with the development of project plans to help manage team activities (e.g. monitoring and if required updating of the annual review calendar, training logs etc.) organize and facilitate subteam meetings (e.g. helping to generate agendas, capture actions/mins etc.) coordinate and track delivery of subteam annual delivery plans (e.g. issue and record annual confirmations, regular review of relevant process notes etc.) assist with complex diary management and (as required) draft correspondence, arrange travel and general office management. Use IT/technical expertise to assist the use of Legal and Wellcome wide software/systems including:

championing the use of our matter management software and developing specialist expertise as a super user

taking on Delegate responsibilities within Concur to deal with invoices/expenses on behalf of colleaguesDevelop and/or maintain business processes, such as: Evolving onboarding/induction materials and offboarding procedures Contributing to business continuity plans. Help with the maintenance of Legal team systems to assist with records/information management, contract management and knowledge management (to capture legal knowhow such as templates, process notes; lessons learned etc.). Work with the Legal Project Manager to support teamwide projects, ensuring project outcomes are transitioned into businessasusual activities. Contribute to a diverse and inclusive culture across the organisation, collaborating across departments.

Is this job for me?

You will be supporting colleagues in the Legal Investments team, enabling them to deliver Wellcome's mission by providing organisational, process improvement and systems support.

We are looking for someone who:

Has relevant/solid experience in a Personal Assistant role or similar
Has excellent working knowledge of Microsoft Office software including SharePoint
Has experience of using matter management software (e.g. ES Unity/Intapp Docs), entity management software (e.g. Diligent Entities), board management software (e.g. Diligent Boards), although this is not essential
Is able to manage diaries and workload in an organised and efficient way, multitask and able to work at pace and prioritise work to deadlines
Is able to work independently and as part of a team, with a genuine interest in process improvement.

Interview dates:
End of July (27,28 and 31 of July)

You can view the full

job description

on our website

You can read more about the benefits we offer our employees on our

website

Our Hybrid Way of Working

We understand that our colleagues have commitments and personal interests outside of work and we strive to build a flexible working environment, in which people can perform at their best.

We are currently working 2 days per week (Tuesdays and Wednesdays) from our Euston Road offices (as part of our hybrid Ways of Working) with the remaining 3 days from home.

Diversity and Inclusion is at the heart of everything we do
Diversity and Inclusion is a priority at Wellcome
We are committed to cultivating a fair and inclusive environment, where everyone can be themselves and thrive. We are happy to discuss flexible working options for all roles. We work to ensure that our recruitment processes are as inclusive as possible to everyone. This includes making adjustments for people who have a disability or longterm condition. Please visit our

website

for more information on adjustments and accessibility, or contact us at

LI CD1

LI-Hybrid