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Details

Start date:
ASAP

Location:
England, Wiltshire, Swindon

Industry type:
Admin and Secretarial

Salary:
£24,435 - £24,435 per annum

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Team PA

Job description

Team PA

Job role:

To provide comprehensive and pro-active support to Heads of Function and their respective teams to facilitate smooth working relations.

To deliver comprehensive, proactive and consistent support across the business we require an individual with experience of managing their own time effectively in a role supporting multiple individuals with complex diary management integral.

  • Co-ordinate and maintain calendars daily for the relevant Heads of Function as well as, when required, for their respective Teams
  • Anticipate future needs to enable the Team to operate effectively and efficiently
  • Organise key meetings including liaising with external stakeholders, arranging venues, accommodation, refreshments and other requirements as necessary
  • Ensure that commitments and competing demands are efficiently managed
  • Ensure when managing this information that the Confidentiality Code of Practice is adhered to at all times
  • Manage the invoice process for the business, including raising purchase orders, handling invoice sign-off, processing new suppliers and liaison with the Accounts Team and other internal and external stakeholders
  • Build relationships and develop knowledge of the Teams' priorities to be able to identify any issues arising, including holding regular diary catch-ups with senior managers
  • Screen telephone calls, enquiries and requests and deal with as appropriate
  • Manage email inboxes as relevant, ensuring that all issues and queries are dealt with promptly, efficiently, courteously and with discretion
  • Arrange accommodation and travel as required for relevant Heads of Function
  • Type and prepare documents, correspondence, presentations and reports from manuscript sources, this includes producing high quality, original letters and a range of documents which will require effective Excel and PowerPoint skills
  • Collate materials, research and analyse background information to assist the Team as required
  • Prepare and issue agendas if necessary for meetings and attend as note/minute taker if required, and undertake any follow up actions delegated
  • Keep the team SharePoint up to date as required
  • Update the CRM system as required
  • Provide cover for colleagues and support for activities
  • Provide support for the Director in the absence of the Executive Assistant

Experience:

  • A professional and proven Personal Assistant, with experience of working at a senior level
  • Clear experience of complex diary management for multiple individuals
  • Experience of working in a large-scale, fast-paced environment
  • Evidence of working with virtual/remote teams

Skills:

  • A proactive individual with a high degree of organisational ability and attention to detail
  • Self-starter, able to work unsupervised and on own initiative with the ability to prioritise and multi-task
  • High level of ICT skills and facility with IT systems and applications including MS Word, Excel and PowerPoint - able to support their teams with basic hardware and systems issues
  • Excellent written and oral communication skills
  • A robust and adaptable approach
  • Excellent interpersonal skills, including tact, discretion and experience of liaising with stakeholders and staff
  • Able to adapt their approach to suit the intended audience

There may be the occasional requirement for national travel.

Salary: £24,435.00


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