RAND Europe is a not-for-profit policy research organisation. Our mission is to help improve policy- and decision-making through evidence-based research and analysis. We realise our mission by undertaking objective, balanced and relevant research, sharing the insights and information widely, and working in partnership with a range of clients and collaborators.

RAND Europe has offices in Cambridge and Brussels, and employs approximately 170 staff: just over half of our research staff have doctorates with the balance holding other post-graduate degrees. Our work lies on the continuum between that of universities and consultancies, combining the academic rigour of universities and the professional, task orientated approach of consultancies. In addition to our strong ethos of evidence-based research, RAND Europe is a values-driven organisation, and our experience shows that our most successful researchers closely align their behaviours with our value set.

We are now looking to recruit an Administrative Assistant to support our Defence and Security team on an initial 12 month fixed term contract. (There is a strong probability this role will become permanent.)

• Support to team meetings
• Maintain team calendars and invites to team meetings
• Take notes at all Defence and Security meetings and follow up on actions
• Support the Senior Leadership Team (SLT) with organisation of monthly meetings, L&D Thursdays, and Away Days, including arranging rooms, food, any external accommodation, etc.
• Coordinate the teams input to monthly RAND all-staff meeting
• Support Senior Leadership Team (SLT):
• Track SLT actions and follow up to make sure they get completed
• Provide administrative support for conference/travel bookings, expenses etc.
• Provide administrative support to Business Development Unit once established
• Support other SLT initiatives as required
• Support staff induction activities:
• Coordinate the regular updating of Defence and Security Induction materials
• Ensure Defence and Security Induction materials are sent out to new joiners, buddies and Mentors
• Schedule induction sessions each quarter
• Support knowledge management:
• Support effective knowledge management within the Defence and Security team by promoting and maintaining good practices to ensure ISO compliance and good team corporate memory more generally
• Review and coordinate the regular updating of guidance materials on Teams, SharePoint, and Intranet as needed
• Maintain up-to-date Defence and Security contact database (for Communication/Business Development purposes etc.), including Defence and Security contribution to invitees for RAND Reception
• Ad hoc tasks
• Additional tasks in support of the Research Group Directors / SLT as required
• Administrative support to major project/client events (e.g. RCDS)
• Tender Tracking
• Support to identification and collation of Invitations to Tender (ITTs) and Prior Information Notices (PINs) for prospective new projects, involving searches of RAND’s tender tracking subscription services and updating of the Excel spreadsheet tracking all live proposals.

Requirements

• Practical, relevant experience, with the ability to demonstrate previous experience in an administrator role, ideally within a team orientated environment.
• Excellent communication and interpersonal skills with the ability to liaise effectively with a wide range of people at all levels.
• Good organisational skills and the ability to plan and prioritise your workload to meet conflicting deadlines. Being able to work flexibly, as part of a busy team, is essential.
• You should be proficient in the use of Microsoft Office and be able to demonstrate an understanding of confidentiality and data protection.
• Problem-solving skills.
• Highly organised with good time management skills.
• Previous experience of tender tracking or working with tenders (desirable)

Benefits

• Pension - 8% Employer contribution;
• 33 days holiday allowance, including the Bank Holidays;
• Annual salary review;
• BUPA medical insurance;
• Generous company sick pay;
• Enhanced family friendly policies;
• Group income protection scheme;
• Group life assurance;
• Compassionate leave;
• Flexible working arrangements;
• Learning and development opportunities;
• Employee wellbeing training and support;
• Fresh fruit every day;
• Free on-site parking;
• Cycle to work scheme;
• Access to company bikes;
• Service awards.

£25,000 - £27,500 DOE

If you believe you are suited to the above role, please submit an application comprising of a CV and covering letter. The deadline for applications is 16/06/24.

If you have not been contacted within 30 days of application deadline, please assume your application has not been successful.