Secretariat Administration Support

At the SKAO we are coordinating a global effort to deliver one of 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, visa and support with relocation (if applicable), regular social events, a family-friendly environment and much more. Come and join us!

An exciting opportunity for a proactive and self-motivated team player with excellent minute taking skills to join an international, multicultural organisation.

The Role

The Secretariat Administration Support will provide administrative support for internal and external SKAO meetings, including taking meeting minutes and drafting summaries, as well as supporting all aspects of meeting preparation and administration. Some flexibility will be needed occasionally as meetings take account of international time zones.

This role is 35 hours per week and is based at the SKAO Headquarters at Jodrell Bank, Cheshire, UK.

We welcome applications from candidates of all nationalities, especially those from member countries. However, for this role relocation support will not be available and applicants must be able to comply with the terms of a UK based local contract, details of which may be accessed on SKAO’s recruitment portal.

SKAO is committed to providing an inclusive and flexible working environment, meeting the requests of our Colleagues whilst also fulfilling the needs and objectives of the Observatory.

This role requires the post holder to work across different time zones and, in line with SKAO policy, flexible working hours will be supported in agreement with the line manager.

Key Responsibilities, Accountabilities and Duties

• Provide secretariat and administrative support to internal and external meetings including:
• Support all aspects of meeting preparation and administration - arrange meetings, coordinate document circulation, and help to set up meeting rooms and tidying up after use.
• Take meeting minutes, questions/answers and drafting summaries.
• Provide support at SKAO events, meetings, etc as required.
• Support expense payments for delegates, to ensure timely reimbursements.
• Cover for Reception, responses to office enquiries and general administration support.
• Update documents which monitor the Secretariat function.
• Report to and work on a day-to-day basis under the guidance of the Council Secretary.
• Coordinate with Member and Observer country representatives about the various governance meetings.

These responsibilities are not exhaustive. A flexible approach and willingness to adapt to unexpected and changing needs, as well as performing further general administrative and other tasks, is essential.

Mandatory Knowledge, Skills and Experience

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

Desirable Knowledge, Skills and Experience

• Good knowledge of Excel, PowerPoint and Outlook.
• Touch-typing and/or shorthand/speed writing skills.
• Meeting coordination across multiple countries.
• Experience of working in a busy office environment.
• Completed or working towards a governance/secretarial/administration qualification.

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.