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PA/Business Support Administrator

  • Location:

    Reading, Berkshire

  • Sector:

    IT

  • Job type:

    Contract

  • Salary:

    £25465 - £27465 per annum + possible 5% bonus

  • Contact:

    Claire

  • Contact email:

    claire.simonot@brookstreet.co.uk

  • Job ref:

    REA/727745_1612545448

  • Published:

    3 months ago

  • Duration:

    18 months

  • Expiry date:

    16/02/2021

  • Startdate:

    01/03/21

Job Description

Brook Street are currently working on behalf of our global IT client to recruit an experienced PA/Business Support Administrator.

This is a contract role required from early March for 18 months.

The salary offered if up to £27,465 per annum.

The role will be based remotely while our client's offices in Reading are closed, however, there may be a requirement to be regularly present onsite at their offices reopen.

Job Mission:

  • Provide excellent administration support to the senior staff members.
  • Contributes to smooth day-to-day running of the senior staff member's team/s by providing timely and effective administrative assistance.
  • Acts as an essential group point of contact both internally and externally, demonstrating pro-activity and professionalism in all activities undertaken.
  • Seek to improve existing administrative processes on and behalf of the group.
  • Ensure smooth and seamless integration and management of the Manager's team, applying pro-activity, initiative, discretion and confidentiality to all tasks.

Key Responsibilities:

  • Diary management for senior staff, responsible for keeping an overall view of the diary and ensuring provision of all briefing papers and supporting information to the Manager in a timely manner.
  • Manages team administration in an effective, timely and professional manner.
  • Provides high level administration support to the senior staff member's team, including:
  • Scheduling and co-ordination of group meetings/offsites, including logistics, catering etc. (virtually for now)
  • Preparation of meeting agendas and briefing packs where appropriate.
  • Organising group travel itineraries and using online travel approval forms [where appropriate]
  • Delivering high quality and timely responses to incoming telephone calls, emails and correspondence.
  • Assisting with preparation of presentations, reports and correspondence from draft.
  • Photocopying, and dealing with courier requests.
  • Collection and distribution of mail from the mail rooms and ownership of mail rooms.
  • Ownership of internal processes, including creating Purchase Orders, tracking invoices and ordering hardware.
  • Updating and monitoring Org Charts, team aliases, SharePoint files.
  • Responsible for assisting new starters.
  • Acting as main point of contact for the Group when the manager is offline / or away from their desk
  • Remind Manager(s) of scheduled activities which require preparation including 1-1s performance reviews, internal and external meetings, presentations, etc. Chase team members for information to meet deadlines.
  • All travel itineraries to be identified and arrangements made well in advance with all visa requirements, currency, hotels, transfers etc.
  • Undertake general Office Management duties on behalf of the department, eg: monitoring functionality of equipment such as faxes, photocopiers, printers, projectors, etc, and liaising with Facilities/ITG to resolve any issues.
  • Meet and greet visitors, ensuring meeting participants are notified of visitor's arrival.
  • To provide administrative assistance to ad hoc Group projects, where appropriate.
  • Assisting with ad hoc projects on behalf of Managers as and when required, eg Mid Year Planning
  • Arrange conference calls/live meetings.

Success Criteria:

  • Ensure all issues/requests raised to Manager(s) office are dealt with in a professional, efficient and timely manner and escalated where appropriate
  • Provides effective Group support and enables group staff to work as efficiently and effectively as possible.
  • Participates as a highly trusted and involved member of the team.
  • Is the focal point for the team, as a point of contact to handle routine enquiries both internally and externally.
  • Highly organised and quick learner.
  • Is able to multi-task and cope with high and changeable workloads and business needs.
  • Demonstrates excellent interpersonal skills to develop and maintain key working relationships across team and across company.
  • Error free and timely correspondence.
  • Uses initiative as appropriate to position, escalating where appropriate.

Experience and Professional Qualification Requirements:

Essential:

  • Experience operating at PA level in a large Corporate, preferably IT environment.
  • Knowledge at intermediate level of MS Outlook, Word, Excel, PowerPoint.

Candidate Profile:

  • Extremely well organized, excellent planning and prioritising ability
  • Ability to manage and prioritise multiple demands by being reactive/pro-active
  • Ability to work under pressure, meet committed deadlines and ensure that others deliver what is expected on time
  • Able to take effective action without having to know the total picture, but seeking the appropriate knowledge required and escalating as required.
  • Effective communication skills - both verbal and written
  • Excellent interpersonal skills to develop and maintain key working relationships across team and across company.
  • Self-starter, working on own initiative
  • Maintain a basic business awareness.
  • Good attention to detail.
  • Willingness to learn.
  • Willing and able to work flexible hours.
  • Diplomatic and tactful.
  • Patient and calm.
  • Team player.

Deadline for applications: Wednesday 10th February 2021

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