Named in honour of Alan Turing, the Institute is a place for inspiring, exciting work and we need passionate, sharp, and innovative people who want to use their skills to contribute to our mission to make great leaps in data science and AI research to change the world for the better.

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Programme Management

The Alan Turing Institute has ten Programmes of scientific research in key areas of AI and data science, each led by a Programme Director. There are also a small number of significant programmes of activity which sit across several research Programmes.

The Programme Management directorate of around 40 people is responsible for the management and delivery of these programmes in support of the senior academic Programme Directors. The team oversees millions of pounds of data science and AI research, training and knowledge exchange programme initiatives in these programmes, ensuring they are managed to business requirements, specification, time and budget. There are a number of Senior Programme Managers, Programme Managers and Research Project Managers within the team, usually focussed on one research Programme or programme of activity, but who may provide programme management capabilities and support to other projects or activities from time to time as required.

Role Purpose

The post-holder will provide high quality administrative support to the senior leadership of the Programme Management Unit, including the Director, Deputy Director and several Senior Programme Managers. The Personal Assistant will encompass a range of administrative and organisational tasks, and acting as an ambassador for the team.

The post-holder will join a growing, dynamic, and impactful team and will be line managed by the Executive Assistant, who heads up a team of PAs who support across the Institute.

DUTIES AND AREAS OF RESPONSIBILITY

• Diary management, including scheduling, prioritising and screening diary requests on behalf of the Director of Programme Management. Diary support for Senior Programme Managers and other team members where coordinating with external programme partners is required.
• Provide a range of executive support, including organising and preparing meeting documentation and meeting notes/action trackers if required.
• Coordination of team meetings including room bookings/video conference requirements, developing agendas along with the Director and Senior Programme Managers.
• Build strong relationships with the Programme Management and EA teams, working closely and effectively to provide professional administrative support and becoming a trusted first point of contact for the Programme Management team.
• Support scheduling recruitment activity within the team, including planning ahead and reserving time for interview dates and time for shortlisting, posting roles on jobs boards to which recruitment team do not have access.
• Event and meeting management such as booking arrangements for workshops and seminars, which may include booking rooms, catering, distributing agendas, arranging visitor bookings, visitor passes, meeting and greeting visitors, preparing rooms for seminars, lunches etc.
• Update the central Turing Calendar with details of any programme workshops, seminars etc. and manage the central research queries inbox.
• Support team records management, coordinating central programmes reporting requirements, setting up reports, managing deadlines and collating content. Support the Impact Lead with keeping any reporting tools up to date and supporting the team to update CRM system.

• Previous experience or qualification relating to administration.
• Experience of providing central organisational support to a team including organising team meetings, managing storage of information and collating reports.
• Experience in a PA/executive support role at a senior level or experience of coordinating programme activities.
• Extremely organised with exceptional time management skills and able to prioritise multiple tasks seamlessly with excellent attention to detail
• Solid computer skills, including email, Word, Excel, PowerPoint, as well as team collaborating software tools such as SharePoint.
• Ability to exercise diplomacy, tact and discretion in managing personal and confidential matters

Application Procedure

If you are interested in this opportunity, please click the apply button below. You will need to register on the applicant portal and complete the application form including your CV and covering letter. If you have questions about the role or would like to apply using a different format, please contact us on 020 3862 3516 or email [email protected].

If you are applying for more than one role at the Turing, please note that only one Cover Letter can be visible on your profile at one time. If you wish to apply for multiple roles and do not want to overwrite your existing Cover Letter, please apply for the role using the button below and forward your additional cover letter directly to [email protected] quoting the job title.

If you are an internal applicant and wish to apply, please send your CV and Cover Letter directly to [email protected] and your application will be considered.

CLOSING DATE FOR APPLICATIONS: 16 April 2023 at 23:59

Terms and Conditions

This full-time post is offered on a fixed term basis for 2 years. The annual salary range is £30,000 -£32,000 plus excellent benefits, including flexible working and family friendly policies, https://www.turing.ac.uk/work-turing/why-work-turing/employee-benefits

The Alan Turing Institute is based at the British Library, in the heart of London’s Knowledge Quarter. We expect staff to come to our office at least 2-4 days per month. Some roles may require more days in the office; the hiring manager will be able to confirm this during the interview.

EQUALITY, DIVERSITY AND INCLUSION

The Alan Turing Institute is committed to creating an environment where diversity is valued and everyone is treated fairly. In accordance with the Equality Act, we welcome applications from anyone who meets the specific criteria of the post regardless of age, disability, ethnicity, gender reassignment, marital or civil partnership status, pregnancy and maternity, religion or belief, sex and sexual orientation.

We are committed to building a diverse community and would like our leadership team to reflect this. We therefore welcome applications from the broadest spectrum of backgrounds.

We are committed to making sure our recruitment process is accessible and inclusive. This includes making reasonable adjustments for candidates who have a disability or long-term condition. Please contact us at [email protected] to find out how we can assist you.