REF Delivery Officer

Job Description

REF 2029 DELIVERY OFFICER

Salary: £29,923 per annum

Hours: Full time

Contract Type: Fixed Term for 18 months (Towards the end of the assignment candidates will move into the UKRI Redeployment Pool and be supported in finding suitable alternative work within the organisation)

Location: Westward House, Stoke Gifford, Bristol (hybrid)

Grade: UKRI Band C

Closing Date: 28 SEP 25

About us:

The Research Excellence Framework (REF) is the system for assessing the quality of research in UK higher education institutions, with the most recent exercise concluding in 2021. It is a peer review assessment process involving submissions from higher education institutions across the UK. The REF is delivered by Research England on behalf of the four UK higher education funding bodies (Scottish Funding Council, Higher Education Funding Council for Wales, Department of the Economy Northern Ireland). Research England is a council within UK Research and Innovation. More Information can be found here: https://www.ref.ac.uk/

REF is a fast-moving exercise managing a wide range of policy areas, expert panel members that span all research disciplines and types of research outputs. Key to our success will be close team working and supporting each other through peak periods. Joining our team provides a great deal of opportunity to learn and develop.

Purpose:

Are you looking for a new challenge? An opportunity to work on a major, high-profile, project in a close-knit team and a fast-paced environment? Do you want to use your knowledge and skills in an agile way across a broad range of focus areas, learning new things and innovating along the way? Do you want to learn about the UK’s different funding bodies, and work with some of the most highly respected people across the UK’s research community? Then this may be the opportunity for you!

The REF Delivery Team is responsible for all administrative tasks throughout this complex, large-scale project. Key to the success of the REF project is team working, and while all members of the REF Delivery Team will have individual responsibilities, they will need to work together to support the delivery of key tasks during peak periods.

If you are looking for an opportunity to develop or consolidate skills and experience relating to managing multiple complex administrative tasks, supporting governance processes and building productive senior relationships, this could be for you.

Main outputs and activities:

• Develop and maintain a good general knowledge of the REF process and administrative requirements of the exercise, and report on progress to the senior colleagues as appropriate
• Diary management, proactively and effectively managing multiple complex diaries and making appropriate use of time and resources, taking advice as necessary
• Build and maintain relationships with key internal and external stakeholders at all levels
• Plan meetings, visits and other events ensuring all details are confirmed and correct and that plans are within budget. Sometimes this will be for very large-scale events
• Organise all travel and accommodation
• Organise and circulate relevant papers, briefing notes and action notes for meetings. This may include agenda setting and minute taking as required
• Develop and maintain spreadsheets and databases as needed
• Support the delivery of the REF panel project, assisting the Panel Project Manager with large mail outs and data management
• Support the development of, and then administer, member recruitment processes for Advisory Groups and Panels, including circulating applications for review and producing and circulating appointment letters, tracking acceptances as required and then maintain up to date records of member information
• Act as a first point of contact for Panel and Advisory Group members’ administrative queries by telephone, email and occasionally in person and ensure members are well informed about all administrative arrangements (including meetings, accommodation, fees and expenses)
• Liaise with panel members and secretariat staff on administrative issues and to ensure effective provision of administrative support
• Share meeting information via the Panel Members’ Website or via email within an agreed timescale
• All members of the REF Administration Team will be responsible for responding to REF queries from our community. This requires building accurate knowledge of REF guidelines, criteria and procedures as these develop, and ensuring that enquiries are responded to accurately and in a timely manner, and that any issues or complex queries are escalated and responded to as appropriate.
• Model exemplary professional behaviours, including flexible, agile and collaborative working, leading by example.

Shortlisting Criteria:

(S) – Assessed at shortlisting

(I) – Assessed at interview

(S&I) – Assessed at both shortlisting and interview

Essential:

• Self-starter – able to prioritise, manage and organise time well, anticipating peaks and troughs in workload, and to keep up to date with routine jobs (S&I)
• Strong IT skills using Microsoft software packages (Word, Outlook, Excel) and a willingness to learn new IT packages as required (S)
• Ability to write emails, letters and draft papers clearly, accurately and following in-house style, appropriately tailored to the audience (S)
• Experience of quickly learning the detail of new areas (S)
• A creative, flexible and positive approach to problem solving and the ability to show initiative and manage ambiguity (I)
• Good team worker – committed to collaborating to achieving results, willing to assist other members of staff during busy periods, able to identify and respond positively to the needs of colleagues (S & I)
• A flexible and positive approach to developing, maintaining and managing relationships with internal and external stakeholders (S&I)
• Experience of organising and supporting meetings or external events (S &I)
• Experience of working with databases and/or spreadsheets and maintaining accurate records (S)
• Ability to demonstrate accountability and ownership – consistently taking responsibility for tasks and outcomes, exhibiting commitment to see projects through to completion. (S & I)
• Interest in developing knowledge of the higher education sector and the REF (S)
• Flexibility to travel to meetings, including sometimes working outside office hours and staying away overnight (S)

Desirable:

• Experience of creating and maintaining administrative processes (S)
• Experience of using project management tools (S)
• Experience of finance administration and procurement (S)

About Us

UKRI – UK Research and Innovation

UKRI is an organisation that brings together the seven disciplinary research councils, Research England and Innovate UK. Together, we build an independent organisation with a strong voice and vision ensuring the UK maintains its world-leading position in research and innovation.

Supporting some of the world’s most exciting and challenging research projects, we develop and operate some of the most remarkable scientific facilities in the world. We are pushing the frontiers of human knowledge through fundamental research and delivering benefits for UK society and the economy through world-class research, skills and business-led innovation.

More information can be found at www.ukri.org.

Choosing to come to work at UKRI means that you will have access to a whole host of benefits from a defined benefit pension scheme, excellent holiday entitlement, access to employee shopping/travel discounts and salary sacrifice cycle to work scheme. For more details, visit benefits of working for UKRI.

How we support EDI in the workforce

At UKRI, we believe that everyone has a right to be treated with dignity and respect, and to be provided with equal opportunities to thrive and succeed in an environment that enables them to do so. We also value diversity of thought and experience within inclusive groups, organisations and the wider community. For further information, please visit ‘How we support EDI in the workforce’.

Disability Confident Employer

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy/ies. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

How to apply

Online applications only preferred for this role. Please submit a CV and covering letter which clearly outlines how you fulfil the criteria specified along with your motivation for UKRI and the role. Ensure that the job reference number is included in the filename description of each document uploaded. Note that failure to address the above criteria or submit an application without a covering letter may result in the application not being considered. Assessment will only be based upon the content of your submitted covering letter and CV and not the ‘experience’ section of the application.

UKRI seeks to ensure it creates and maintains a system of openness, fairness and inclusion – a collaborative, trusted environment, which is attractive to and accessible to everyone who is interested in developing their career with us.

The role holder will be required to have the appropriate level of security screening/vetting required for the role. UKRI reserves the right to run or re-run security clearance as required during the course of employment.

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