Administrator/Personal Assistant

JOB DESCRIPTION:

ADMINISTRATOR OR PERSONAL ASSISTANT - This varied administrator/Personal Assistant role will be to provide comprehensive support to the programme team which will include Diary management, travel arrangements (both UK and abroad) and to assist with the production of management reports. The Administrator/Personal Assistant will be expected to have a professional telephone manner and good understanding of all Microsoft packages.

ROLE AND RESPONSIBILITIES INCLUDE:

- Meeting and workshop support documentation including agenda, minutes, invites, presentations etc.
- Authorisations to recruit and appropriate sign offs for recruitment.
- Security and access controls for the D&S Sharepoint site.
- Team availability and commitments tracker.
- To manage the diaries of the stakeholders allocated.
- To arrange the logistics around meetings including invitations, meeting rooms, attendance tracking and reporting, voice and video conferencing, refreshments, travel logistics etc. A number of these will require engagement with third party providers of office and meeting space.
- To assist in the resource and recruitment management required to support the programme.
- To support the arrangements around travel, hotels and subsistence for the programme team.
- Preparation of communications material in support of the programme.
- To control and maintain access to the D&S Sharepoint site for the programme and to ensure that the site is appropriately structured to support the needs of the team.
- To support the programme team members with any procurement processing requirements (eg stationery requirements) including ordering and engaging with the appropriate procurement providers.
- Tracking the availability of the team members on the programme including understanding their movements, holidays, sickness, training and other absences.

IN ORDER TO BE CONSIDERED YOU WILL IDEALLY:

- Experienced admin support and/or personal assistant activities.
- Significant experience in the use of Microsoft Office 2010 suite of applications including Word, Excel, PowerPoint, Outlook.
- Experience in the use of Microsoft Visio
- Experience in the use of Microsoft Sharepoint
- Experience of working in a busy environment where there can be peaks of high pressure
- Professional customer service and telephone manner
- High quality documentation production (grammar and spelling)
- Organisation skills (facilitation and co-ordination of others)
- Creating reports in a professional manner
- Ability to prioritise and achieve deadlines

In return my client looks to offer a competitive salary plus substantial company benefits.

If you are interested please apply ASAP with an up to date CV.

Simon James