• Executive Assistant

  • Role

    We are seeking an Executive Assistant who will be responsible for organising and coordinating administration and office procedures to ensure the smooth running of the office including operations, finances, personnel and communications. In addition, the role will be required to provide EA support to the CEO along with general administration support as and when to the wider management team. We are looking for someone who enjoys working in a fast-paced environment and enjoys being involved in a variety of different projects. DJS Antibodies is growing quickly so this position is perfect for a proactive person who is excited about joining a small team, taking on new challenges, and developing a broad skillset along the way.

    Responsibilities

    Executive

    • To provide a comprehensive secretarial and administration service to the Chief Executive.
    • To maintain and organise the Chief Executive's diary, filing system and all other relevant areas as necessary.
    • To support the Chief Executive in projects, proposals, commitments, etc. through research, consultation, team-management.
    • To facilitate meetings, follow up on action items, arrange refreshments, and take minutes.
    • To compile Board papers and co-ordinate board meetings.
    • To co-ordinate all senior management and Board member travel arrangements.
    • Assist the CEO with managing the publicity and promotion of DJS Antibodies.
    • To respond to Board member and other stakeholder queries in a timely and professional manner.

    Finance

    • Maintain finance systems, deal with day to day invoice payments and payroll.
    • Liaise with the accountants and tax advisors in company and financial matters when necessary.
    • Maintenance of accounting records and systems including expenses.
    • Prepare, submit and track expense reports for team members.

    Human Resources

    • Liaise with external HR teams in recruitment and HR matters when necessary.
    • Maintenance of HR records and systems.
    • Monitor all staff training to ensure it is recorded and all staff have received required training.
    • Monitor to ensure the teams are compliant with all company policies and procedures.

    Administration

    • To maintain and review administration systems to achieve maximum efficiency.
    • Arrange domestic and international travel for team, prepare relevant documentation and itinerary packages, and coordinate real time travel issues as they arise.
    • Manage conference registrations and membership renewals.
    • Liaise with external IT support and oversee the development and maintenance of the company website.
    • General ad-hoc PA duties as requested by the managers.

    General

    • To be amiable, professional and approachable at all times.
    • To professionally represent the organisation at sector networking events when necessary.
    • To liaise positively and professionally with colleagues and visitors.
    • Commit to working proactively to support both the team and project outputs.

    In addition to the tasks described above, the job holder may be required to carry out other duties as may reasonably be required from time to time.

    You should have:

    • Excellent organisational skills with the ability to prioritise effectively, organise time efficiently, and respond flexibly to the demands of the job.
    • The ability to work effectively in a team, to take initiative, and to ensure timely completion of tasks.
    • Ability to work under pressure and use initiative with minimal support.
    • A strong attention to detail.
    • Excellent communication skills - both verbal and written.
    • Demonstrated ability of exercising confidentiality and discretion at all times.
    • Enthusiam for your job an a desire to do an excellent job at all times.
    • Experience working as a PA or in a busy office.
    • Confidence in using MS Office programmes.

    What we offer

    • The chance to work with a fun, dynamic and diverse team of talented colleagues in a fast-paced growing company.
    • Competitive salary including pension and 25 Days Annual Leave plus Bank Holidays.
    • Training and development specific to role and personal growth opportunities.

    Please apply with a CV and cover letter addressing the above criteria to david.llewellyn@djsantibodies.com

     

    DJS Antibodies seeks applications from all candidates no matter what your age, disability, gender, gender identity, sexual orientation, race, religion, or marital status.

     

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    DJS Antibodies Ltd Privacy Notice
    This Privacy Notice for DJS Antibodies Ltd sets out the categories of your personal data we collect, how we collect it, what we use it for and with whom we share it, in accordance with applicable data protection legislation, including the General Data Protection Regulation (GDPR).
    
    DJS Antibodies is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our website, then you can be assured that it will only be used under the terms of this Privacy Notice.
    
    DJS Antibodies may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st January 2020.
    
    Should you have any questions about this Privacy Notice you can contact us by sending an email to david.llewellyn@djsantibodies.com or write to us at: 
    
    DJS Antibodies Ltd 
    Cherwell Innovation Centre
    77 Heyford Park
    Upper Heyford
    Bicester
    OX25 5HD 
    UK 
    
    What we collect
    We may collect the following information:
    •	Personal identifiers (e.g. name and job description)
    •	Contact information including email address
    •	Demographic information such as postcode, preferences, and interests
    
    How we get the personal information and why we have it
    Most of the personal information we process is provided to us directly by you for one of the following reasons:
    •	Applications for and enquiries into employment opportunities
    •	Enquiries about DJS Antibodies, our operations and our R&D
    
    We use the information that you have given us in order to respond appropriately to enquiries, identify appropriate employment opportunities, maintain internal records, and inform you of updates that are relevant to your reason for supplying us with your personal data. 
    
    We may share your personal data with third parties where this is required by law, where it is necessary to perform our contract with you, or where we have another legitimate interest in doing so.
    
    Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 
    a)	We have a contractual obligation.
    b)	We have a legal obligation.
    c)	We have a legitimate interest.
    
    Where we store your personal data 
    All information you provide to us will be stored on our secure servers. Once we have received your information, we will use appropriate technical and organizational measures to prevent unauthorised access, disclosure, loss or damage to your personal data. 
    
    How long will we retain your information? 
    We will only retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, regulatory, accounting or reporting requirements.
    
    Once we no longer require your personal data for the purposes for which it is processed, we will securely destroy your personal data in accordance with applicable laws and regulations and in accordance with our records retention policy.
    
    Your data protection rights
    Under data protection law, you have rights including:
    •	Your right of access - You have the right to ask us for copies of your personal information. 
    •	Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
    •	Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 
    •	Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 
    •	Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
    •	Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
    You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
    
    If you wish to make a request, please contact us at: david.llewellyn@djsantibodies.com; or
    
    DJS Antibodies Ltd 
    Cherwell Innovation Centre
    77 Heyford Park
    Upper Heyford
    Bicester
    OX25 5HD 
    UK 
     
    How to complain
    If you have any concerns about our use of your personal information, you can make a complaint to us at david.llewellyn@djsantibodies.com.
    
    You can also complain to the ICO if you are unhappy with how we have used your data.
    The ICO’s address:
           
    Information Commissioner’s Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF
    
    Helpline number: 0303 123 1113
    ICO website: https://www.ico.org.uk