Communications, Administration Assistant

This vacancy is now closed
Job Title Communications, Administration Assistant
Job Reference DIA0931/TH
Post Type Full time, 18 month fixed term
Division CEO
Salary information Circa £22k
Application deadline 25/05/2014
Date of interviews


Job Description

The UK’s national synchrotron science facility, Diamond Light Source, conducts world-class research in virtually all fields of science. Located 20 minutes from Oxford, it sits in a designated Area of Outstanding Natural Beauty and offers rewarding career opportunities.

We are looking for an extremely well-organised individual and who is used to working in a busy communications or press office environment. You will be responsible for updating website, intranet and staff noticeboards with the latest news and events, updating the corporate database and proactively emailing contacts to keep them updated with relevant information.  You will keep key systems like the photo library up to date and well catalogued in a swift and effective manner. You will manage the communications store ensuring that stock is managed and the environment is well organised and tidy to ensure smooth running of our public engagement and communications programmes.

For an informal conversation, please contact Silvana Westbury, Acting Head of Communications on 01235 778238.

To provide logistical and administrative support to the communications team to ensure efficient delivery of activities undertaken by the communications team.

  • Ensure that the corporate database is up-to-date and in compliance with Data Protection requirements;
  • Maintain the picture library making sure information is complete, well categorised and swiftly logged. Coordinate internal and external image requests;
  • Be responsible for the communications store, ensuring it is well organised and stock management is monitored appropriately;
  • Coordinate quarterly reports and ensure good information management within the team through strong administration;
  • Maintain the corporate literature log, ensure communications stock is monitored and replaced as appropriate;
  • Provide ongoing support to the communications team for example by ensuring phones are answered and messages responded to;
  • Place orders with suppliers as required linked to the portfolio undertaken by the communications team;
  • Maintain the Communication log and financial log to ensure that all aspect of the work undertaken is captured, therefore meeting appropriate Quality Standards;
  • Coordinate group travel logistics for events;
  • Help maintain up to date content for the intranet site and external website as required;
  • Provide administrative support in issues management and crisis situations;
  • Provide other administrative support as required.

Qualification & Experience - Essential

  • A level or equivalent;
  • Person flexible and able to quickly adapt to new environments;
  • Person able to work as a team and build good relationships with staff at all levels;
  • Flexible to work outside standard office hours;
  • Interest in science;
  • Excellent organisational skills;
  • Excellent Communication skills – both written and verbal;
  • Good use of initiative;
  • Ability to work independently and as part of team;
  • Excellent IT  skills – standard MS office;
  • Ability to work under pressure;
  • Experience of working in a busy communications/press office;
  • A knowledge or understanding of data protection issues.

Qualification & Experience - Desirable

  • Experience of website content management systems.

Further Information

  • Flexible to work outside standard office hours.

For an informal conversation, please contact Silvana Westbury, Acting Head of Communications on 01235 778238. 

Applying for employment

For further details on applying for employment at Diamond, please visit our 'Application Form' page.

Appointments will be made depending on the skills and experience of the candidate. Electronic Diamond application forms in MS-Word are preferred. These should be emailed to recruitment@diamond.ac.uk



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