Temporary PA/Programme Coordinator

Contract: Temporary Assignment Location: Hybrid Working Pattern: 37 hours per week The Opportunity We are looking for an organised, proactive and detail-oriented Programme Coordinator to provide administrative and project coordination support to an important UK-wide initiative. This is an interesting opportunity to work alongside technical specialists and a diverse range of stakeholders, supporting a programme focused on ensuring that safe and effective vaccines are available when and where they are needed. You will play an important role in keeping the project running smoothly, coordinating meetings and events, maintaining accurate documentation and supporting engagement with stakeholders across government, academia, research and industry.

Key Responsibilities

• Provide day-to-day diary management and coordinate internal and external meetings, including scheduling and calendar management.
• Organise meeting agendas, prepare documentation and produce accurate, comprehensive minutes.
• Manage shared email inboxes and ensure correspondence is monitored and actioned appropriately.
• Maintain and update project documentation, records and shared SharePoint files, ensuring effective version control.
• Coordinate and facilitate online and face-to-face stakeholder meetings and events, including venue arrangements and meeting logistics.
• Manage online meetings using Microsoft Teams and Zoom, including attendee coordination and breakout room management.
• Support stakeholder engagement activities, helping to develop and maintain effective working relationships with external partners.
• Maintain stakeholder databases, including contact details, organisational affiliations and permissions, ensuring compliance with GDPR requirements.
• Provide general administrative and project support to ensure the effective delivery of programme activities. Skills and Experience The successful candidate will ideally demonstrate:
• Previous experience in a programme coordination, project administration or senior administrative support role.
• Excellent organisational skills, with the ability to plan, prioritise and manage competing workloads effectively.
• Experience coordinating meetings involving multiple internal and external stakeholders.
• Confidence arranging both virtual and face-to-face meetings, including managing meeting logistics and breakout sessions.
• Strong minute-taking skills, with the ability to produce accurate and comprehensive meeting records.
• Excellent written and verbal communication skills, with the confidence to liaise professionally with a wide range of stakeholders.
• A proactive approach, with the ability to identify urgent priorities and escalate issues when necessary.
• Strong IT skills, particularly Microsoft Office 365, including Word, Excel, Outlook and SharePoint.
• Experience working within a scientific, research or project-based environment would be advantageous, although the ability to quickly understand and adapt to a new subject area is equally important. The Ideal Candidate You will be an exceptionally organised individual who enjoys bringing structure and coordination to busy projects. You will be comfortable communicating with people at all levels, managing multiple priorities and ensuring that the administrative detail is handled accurately and efficiently. A confident, adaptable and professional approach is essential, together with the ability to work independently and as part of a wider project team. This is an excellent opportunity to contribute to an interesting and nationally significant project within a collaborative, multi-stakeholder environment