Description

Wellcome is a politically and financially independent global charitable foundation, funded by a £29.1 billion investment portfolio. We support discovery research into life, health and wellbeing, and we're taking on three worldwide health challenges: Mental Health, Climate & Health and Infectious Diseases.

These challenges need the bold science we support, but they won't be solved by science alone and because it will take more than science alone to solve these health challenges, we need people who can work with policy, culture, governments and the research community.

As a member of the Legal Operations team you will also help to drive operational efficiency by equipping the wider Legal team with better systems and processes to enable it to meet its strategic and operational goals.

We are looking for Personal Assistant to join the Legal Operations team to provide a broad range of administrative, secretarial and project-based support to one of the sub-teams within the wider Legal team.

In this role you will

• Provide solid administrative, secretarial and project-based support to:

  • Ensure the active and timely use of the matter management system (ES Unity) by facilitating matter opening, maintenance, matter closure/archiving.

  • Assist with the development of project plans to help manage team activities.

  • Organise and facilitate sub-team meetings.

  • Co-ordinate and track delivery of sub-team annual delivery plans.

  • Assist with complex diary management and (as required) draft correspondence, arrange travel and general office management.

• Use IT/technical expertise to aid use of Legal and Wellcome wide software/systems including:

  • Championing the use of our matter management software and developing specialist expertise (as a super user) to amend permissions, edit properties, test / roll-out software upgrades etc.

  • Maintaining Legal-owned SharePoint sites including policies and agreements repositories.

  • Assisting with template amendments.

  • Taking on Delegate responsibilities within Concur to deal with invoices/expenses.

  • Liaising with the People team about Workday (HR) processes on behalf of the team.

  • Liaising with D&T (Digital & Technology) about software/hardware requirements/issues on behalf of the team.

  • Training new joiners on Legal specific and org-wide applications/software.

• Develop and/or maintain business processes, such as:

  • Evolving onboarding/induction materials and offboarding procedures.

  • Contributing to business continuity plans.

• Maintain Legal team systems to assist with records/information management, contract management and knowledge management ( to capture legal know-how such as templates, process notes; lessons learned etc.)

• Work with the Legal Project Officer to support team-wide projects and ensuring project outcomes are transitioned into business as usual activities.

To be successful in this role you will have

• PA or administration experience with complex diary management.
• Ability to prepare agendas and paperwork and take minutes for meetings and ability to multi-task, prioritise, take initiative and work to deadlines.
• Good team player; quick to establish constructive and collaborative relationships with colleagues, both within and outside of the Legal team.
• Genuine interest in process improvement, sees opportunities rather than barriers.
• Advanced IT Skills - excellent working knowledge of Microsoft Office software including SharePoint.
• Experience of using matter management software (e.g. ES Unity), entity management software (e.g. Diligent Entities) and /or of board management software (e.g. Diligent Boards) would be advantageous but is not essential.
• Post source: theguardian.com
• Poster's Information:

Name:WELLCOME TRUST

Contact number: