The British Academy – the UK’s national body for the humanities and social sciences - is seeking an Executive Assistant to the Chief Executive and the President to join our Governance and Fellowship Office, providing key support to the senior leadership of the Academy.

ROLE PURPOSE / OVERVIEW

This is a great opportunity to be at the heart of the Academy as it sets about delivering its Strategic plan for 2023-27, which includes bringing the work of the Academy to a broader range of audiences and the opening of our new digitally enabled spaces in our building in the heart of London.

The Governance and Fellowship office is a friendly and close-knit team which oversees some of the most important work of the Academy, including management of the Fellowship, governance and the Academy's work on equality, diversity and inclusivity. This role provides executive support and oversees diary management for the senior leadership of the British Academy including the President and the Chief Executive. You will work closely with and line manage a Diary Secretary, to deliver professional day to day support as well as providing a key point of contact for internal and external stakeholders.  The role requires developing close working relationships across all areas of the Academy and an understanding of the complexities and competing demands of the various areas of work. You will also act as a champion for our new customer relationship management system (CRM), ensuring all our data and contacts is accurate and up to date.  The role will also include supporting the Governance & Fellowship Office on specific tasks and projects as required including governance support, minute taking and helping with events.

OFFICE LOCATION - 10-11 Carlton House Terrace, St James Park, London, SW1Y 5AH

KEY RESPONSIBILITIES

Executive Support

• Oversight of diary management for the President of the British Academy (PBA) including organising meetings, travel, commissioning briefings and drafting correspondence as required. Liaising with external stakeholders including Ministerial offices, the PBA’s other diary managers and providing advice on availability and schedules.

• With the diary manager, providing occasional diary support for other senior leaders including the Treasurer, Director of Resources and their committees, including finding dates and organising meetings.

• Pro-actively reviewing office processes, sharing best practice and implementing improvements in the executive and diary support function as required.

• Having a good understanding of all areas of the Academies work, to be able to prioritise and negotiate competing demands on the Chief Executive and PBA’s time and workloads, including effective forward planning of the annual cycle of governance meetings.

• Working closely with the diary manager of the Chief Executive and other Directors, especially on forward planning, meeting organisation and sharing or delegating tasks as required (e.g. during holiday cover).

• Monitoring a number of key email accounts, prioritising and passing on work as appropriate, including commissioning or drafting responses on behalf of the PBA or CEO.

Governance & Fellowship Office support

• Overseeing the smooth running of the Governance & Fellowship Office, including line management of the Diary Secretary and maintaining the team’s project management applications (Microsoft Planner or similar)

• Represent the Fellowship Team in external meetings, where appropriate, and presenting the Team’s work professionally and authoritatively.

• Supporting the team in event and committee planning and delivery in a variety of formats, including venue, catering and IT hire, sending invites and event support on the day.

• Working with other members of the team to act as the point of contact and handle queries and demands appropriately.

• Supporting governance activity, including the preparation and issuing of documents, minute taking and chasing actions.

Project delivery

• Acting as team champion for the Customer Relationship Management system, including embedding best practice, training team members, and working closely with other teams on reporting and functionality needs.

• Supporting the Head of Fellowship and Engagement and Governance on specific projects including implementation of recommendations from the governance review or sections review.

• Support the dissemination of projects outputs, including publications.

• Supporting other team activity and projects as required including annual Handbook commissioning process

Budget management

• Monitor travel and operational budgets, including financial tracking of spend against budget, making payments and ensuring records are kept accurately.

• Supporting the team’s budget planning, monitoring and forecasting.

• Undertake additional financial tasks and responsibilities as requested, including processing invoices, expenses claims.

Other duties

• Working with internal teams on the design and delivery of staff social events.

• Running the fortnightly all staff meetings, including arranging speakers and populating the forward look.

• Undertaking other tasks, projects and responsibilities as may reasonably be requested.

KEY STAKEHOLDERS

Internal

President and Chief Executive of the British Academy, Directors, Trustees, other Fellows, Departmental Heads, CLIO Team

External

Minister’s private offices, other Academies

ROLE REQUIREMENTS

WORKING RELATIONSHIPS

Works and communicates effectively

• Is confident and proactive in commissioning responses or work on behalf of the PBA and CEO and follow up as required.

• Is proactive in developing and maintaining effective working relationships with others internally and externally

• Demonstrates a positive attitude towards helping others by providing appropriate support, using initiative and not waiting to be asked

• Adopts a communication style appropriate to the situation and the audience, understanding that communication is two-way

• Values others’ input and expertise, treating everyone with respect

• Shares all relevant or useful information, using tact and discretion as appropriate.

• Is sensitive to different working styles and views, adapting where appropriate

• Handles confidential material with sensitivity & respect

• Communicates effectively with staff across departments

• Promotes a positive impression of the Academy both internally and externally

• Encourages commitment & positivity in self and others

KNOWLEDGE AND SKILLS

Demonstrates and develops appropriate knowledge and skills 

• Knowledge and understanding of the sensitivities and complexities of working for senior leaders, preferably in the HE sector

• Strong verbal and written communications skills, with attention to detail.

• Knowledge of the issues facing the sector and the Academy’s role within that

• Is receptive to new ideas and change, adapting own ways of working as appropriate

• Makes suggestions for improving the way things are done

• Is aware of own strengths and weaknesses, and prepared to admit own mistakes

• Seeks and uses opportunities to learn and develop, and is quick in picking up new tasks

• Shares knowledge and skills with others

• Seeks and responds to feedback from others, and does not take constructive criticism personally

• Identifies ways to support the development of other colleagues

PROACTIVITY AND PLANNING

Manages time and resources effectively in order to achieve own and organisational objectives

• Prioritises tasks to meet deadlines

• Displays resilience in coping with workload

• Sets clear and structured objectives

• Keeps relevant colleagues informed and seeks input

• Evaluates and manages risks effectively

• Takes ownership of tasks, including delegating effectively where appropriate

• Monitors progress effectively and adapts plans where possible

• Evaluates and reflects on plans & delivery and applies learning to future planning

PROBLEM SOLVING AND DECISION MAKING

Ensures good decisions are made through a rational and methodical approach

• Identifies problems and opportunities and acts on them

• Has a pro-active, can do, attitude, taking personal responsibility for correcting problems or resolving issues

• Focuses on solutions and manages pressure

• Anticipates obstacles and thinks ahead

• Copes with the unexpected

• Sets the right balance between referring decisions to the appropriate level and taking things forward without referral

• Takes a flexible approach to their work, happy to take on different responsibilities in the interests of the Academy

LEADERSHIP

Gives a clear sense of direction while inspiring others with vision and actions

• Knows when to delegate and does this in a consultative manner.

• Gives a clear sense of direction while inspiring others with vision and actions

• Inspires personal trust, engenders kinship around a shared vision

• Shows integrity and wisdom, decisiveness and consistency, sincerity and honesty, especially under pressure

• Tackles and owns difficult issues, resolves rather than avoids conflict

• Looks to the medium and long-term future, anticipates change

• Enables and empowers others to effect change

• Is courageous, making and seeing difficult decisions through in a calm manner, handling crises well

BRITISH ACADEMY WORKPLACE VALUES

The Academy’s workplace values and supporting text are set out below. We share these core values with each other. They guide how we work together and with others. We demonstrate them through our behaviours.

COLLABORATION- We consistently work together to a common purpose, supporting each other, communicating openly and sharing knowledge. We are flexible and adaptable, receiving feedback constructively

CREATIVITY - We bring imagination and curiosity to our work, valuing learning, diverse thinking, and innovation. We are open-minded, receptive, and responsive, taking account of alternative perspectives

EMPATHY-We are understanding, sensitive, compassionate, and considerate, mindful of our own wellbeing alongside that of others

EXCELLENCE - We always do our best, without striving to be perfect, applying our expertise and experience to develop and grow

INTEGRITY - We are open and honest with each other, accepting personal responsibility and demonstrating loyalty. We are reliable and dependable, having belief that we will be transparent and clear

RESILIENCE - We are confident, bold, and tenacious, knowing when to listen as well as when to speak up. We respond positively to challenges and overcome problems

RESPECT - We are inclusive in our regard for each other, showing courtesy and appreciation. We treat people fairly and equally, welcoming everyone’s contribution and difference

APPLICATION PROCESS

We have a two-step approach to hiring, beginning with submitting an application through the Applied platform. This will be followed by a panel interview and may involve a task component.

Please note that you may be asked to reference any literature that you may refer to, as applications that are highly plagiarised and not your own work. e.g. ChatGPT, will be declined.

Interviews for this role are currently scheduled for 29 February 2024 but this may be subject to change.