STEP Business Support Coordinator

We have a current opportunity for a STEP Business Support Coordinator on a temporary basis. The position will be based in Abingdon. For further information about this position please apply.

STEP is an ambitious programme to accelerate the delivery of sustainable Fusion Energy. The programme aims to deliver an integrated concept design for a fusion powerplant based on the Spherical Tokamak. It will develop and identify solutions to the challenges of delivering fusion energy, benefiting from Culham's breadth of expertise and its suite of research facilities. The STEP programme adopts a collaborative and innovative approach that combines the strengths of UKAEA with industry, universities, and other organisations. The ambition of STEP extends beyond the technical challenges, also breaking new ground in the commercialisation of fusion in areas such as siting, regulation, cost model, supply chain development and commercial funding.

Role Responsibilities:

1. Be front facing corresponding with external stakeholders and engage with government on behalf of the Director and executive members.
2. Provide Executive Assistant support to the STEP Programme Directors in project managing key business events, including diary and inbox management, respecting confidentiality and discretion at all times.
3. Manage programme information and correspondence effectively, ensuring confidentiality and discretion.
4. Guide the business support team to adapt to new systems, update existing processes and consider enhanced ways of working, to promote improved IT literacy, document control and data management for STEP.
5. Provide facilities coordination and action building issues in an effective timeframe.
6. Work in partnership with the Internal Communications team to coordinate Programme events and briefings.
7. Collaborate with other STEP colleagues to update the STEP SharePoint with useful resources.

Accountabilities:

Diary Management and Meeting Coordination:

1. Diary and inbox management on behalf of the Director of STEP and/or STEP Executives, and associated coordination/scheduling of key business meetings, including the effective management and planning for the STEP Business Calendar.
2. Co-ordination and management of meetings, including visitor management and the associated processes for site-access. This includes the provision of support for internal events and arrangements in hosting external visitors.

Communication and Stakeholder Management:

1. Effective internal communications (both in written and verbal form), ensuring clarity and accuracy in all internal and external emails or associated correspondence with the Programme/Department and wider business.
2. Front facing with external stakeholders and engaging with government on behalf of the executive members, ensuring no reputational risk.
3. Provide support to the communications and stakeholder engagement team on programme events and briefings.
4. Preparation of agendas and support with meeting minutes/committees either on or off-site as required. Monitoring of meeting outcome progress, identifying follow-up actions needed, with summaries issued to relevant stakeholders.

Induction & Site-Access:

1. Proactive and effective delivery of induction and orientation of new starters, visitors, and placements; secure IT access, site-access pass, building access and the set-up of accommodation on-site.
2. Support integration of new programme members, ensuring they have programme wide scheduled events and be the main point of contact for support to this employee.
3. Support with the coordination and management of site inductions and access to the Programme/Department offices, including any on-site protocols to ensure prompt access for all existing and new team members.

Systems and Document Management:

1. Management of the people database for the programme (People List), ensuring that the in-house system is maintained accurately with reliable data and process flows work as expected. Ensuring continuous improvement of the system by working with multiple stakeholders and delivering this work through others by directing their activities.
2. Effective management of relevant data systems and records (both electronic and paper-based) on behalf of the Programme/Department, ensuring that this information is kept up-to-date and is maintained with accuracy.
3. Following existing internal and external processes and adapting to new systems and processes in line with organisational policy and procedure, linked to IT security, document control and data management.

Procurement:

1. Purchase management on behalf of the Programme/Department, as instructed and in line with financial delegations. Checking authorisations and receipts against spend, highlighting any concerns or issues linked to a requisition.
2. Effective organisation and coordination of procurement activities on behalf of the Programme Executive, ensuring robust follow-up, tracking, and monitoring mechanisms within the Programme Administration team.

Recruitment Administration:

1. Support with Programme/Department recruitment administration, including the scheduling of interviews, planning recruitment campaign calendars and other recruitment administration support as required, linked to the online system.
2. Follow-up with hiring managers and project managers (within the Programme/Department), to ensure the effective completion of board reports and to help promote/track the effective conclusion of recruitment campaigns.

Budget Responsibility:

The postholder will be responsible for raising requisitions and purchase orders on behalf of the STEP Executive Team and department.

Specific Qualifications/Experience:

Essential:

1. Demonstrable administrative experience.
2. Excellent interpersonal and communication skills at all levels.
3. Discreet and professional approach, even when under pressure.
4. Proven ability to cope with multiple tasks and prioritise appropriately.
5. Effective planning and organisational skills.
6. Excellent IT literacy and competency with Microsoft Office software.
7. Ability to work autonomously, with initiative and minimal supervision.
8. Previous experience of identifying and implementing process improvements.
9. Proactive, able to problem solve.
10. Able to work within a team and operate with a hybrid working force and multiple locations.

Other Duties:

1. Display Screen Equipment Assessor for the Programme/Department.
2. PC Representative for the Programme/Department.
3. U4BW Champion for the Programme/Department.
4. Safety Marshall for the Department.

Rullion celebrates and supports diversity and is committed to ensuring equal opportunities for both employees and applicants.