PA & Team Administrator

Thales is looking to recruit a Personal Assistant & SAS Team Administrator in Crawley on a 12 month contract. The role has responsibilities as the PA to the Head of Shared Accounting Services (SAS) ensuring discretion and confidentially is adhered to at all times. The provision of comprehensive secretarial and administration support to the SAS team and PA's support to the Leadership Team.

Key Responsibilities and Tasks:

Diary Management:

Organising, prioritising and maintaining diaries and making appointments including the capturing of routine appointments. Ensuring all necessary information has been captured within the appointment. (For example, venue, purpose of meeting, invitees, maps and briefing papers if necessary etc)

Meetings:

Organising meetings and ensuring all necessary information for the meeting has been captured on the invite.
Ensure that his/her manager is well prepared for all meetings particularly informing the manager if any preparation is required for the meeting.
Meeting preparation, including analysis of agenda and the Minutes/Actions of previous meetings and preparation/collation of the relevant presentation material, coordinating input from attendees and producing handout packs where necessary.
Provide support to meetings with respect to taking informal notes or formal minutes and progressing actions.
Provide an information pack where necessary for each meeting. Including minutes/actions from last meeting, copy of presentations, etc
Organise weekly 1:1s with the line manager to review objectives/actions for the forthcoming week.

Travel:

Arrange travel and accommodation.
Challenge as appropriate methods and costs of travel prior to booking.
Provide travel pack to the manager prior to travel including itinerary, maps, contact numbers and any other supporting information
Provide out of hours support when required

Hosting visitors:

Meeting and greeting visitors at all levels of seniority
Ensure all necessary arrangements for the visit are in place
Providing support throughout the visit ensuring the visit runs smoothly and any issues are dealt with in a timely manner

Data management:

Deputising on behalf of your manager with respect to delegating emails in your manager's absence.
To act on all mail and to identify mail that does not require the Directors immediate action and to forward this to the relevant department for action.
Maintaining task list for Directors and allocating diary time for resolution of tasks. Support the line manager in progressing actions.
Produce and edit PowerPoint presentations, documents, briefing papers and reports when necessary.
Ensure the SAS Intranet page/Team On Line pages are kept up to date. Liaise with the SAS teams to ensure they update their pages in a consistent manner.

Team Building/Training/Communication:

Responsible for the administrative organisation of Team Building events including preparing presentation material, diary management, on the day preparation, booking events and liaising with outside suppliers
Assist with arranging training plans for the SAS team, including working with Thales Learning & Development to develop/organise courses.
Maintain a list of current studiers and ensure all have signed a L&D agreement
Support the SAS Leadership team in developing and delivering a new communication plan to engage the SAS team.

Experience, Skills and Qualifications:

Ensure discretion and confidentially are applied at all times
Awareness of the company's vision and goals and of the departments' processes and procedures.
Demonstrates business awareness, good communication skills (verbal and written) and ability to interact effectively, courteously and professionally both within internal and external customer communities
Able to prioritise workload and complete work within agreed timescales to outstanding quality requiring minimal rework/no rework.
Have outstanding organisation skills
Ability to meet stretch deadlines and demands of the team. To be proactive in finding solutions to problems.
Able to deal with people at all levels of the organisation but predominately experience in dealing with senior business leaders and managers.
Practical, energetic, resilient, motivated and determined to make things happen.
Work to tight deadlines within budgetary constraints
Knowledge of Microsoft Office packages (Outlook, Word, Excel and PowerPoint)
Educated to A' Level or equivalent is desirable
GCSE Maths and English, or equivalent is essential

In line with Thales' Baseline Security requirements, candidates will be asked to provide evidence of identity, eligibility to work in the UK and employment and/or education history for up to three years. Some vacancies may require full Security Clearance which can require further evidence to be provided.

For further details of the evidence required to apply for Baseline and Security Clearance please refer to the Defence Vetting Agency.

At Thales we provide CAREERS and not only jobs.

With Thales employing 68,000 employees in 50 countries and 43% of all Thales UK roles being filled via internal movements our mobility policy enables thousands of employees each year to develop their careers at home and abroad, in their existing areas of expertise or by branching
out into new fields.

Thales UK touches all of our lives, every day. Our expertise in secure network communications, for example, safeguards as many as 3.7 billion BACS transactions, worth around £1
trillion, every year. We are a leader in onboard equipment for civil and military aircraft.

What we do

Thales UK: Aerospace
One of the world's only technology providers serving both the civilian and military markets, Thales UK is a key participant in an extensive range of major aircraft programmes. Guiding, protecting, equipping, tracking, controlling - Thales's technology is making fixed and rotary wing aircraft of all types safer and more efficient, all around the world.

Thales UK: Defence
Thales UK provides armed forces with crucial military technology, including sophisticated Command, Control, Communications, Computers, Intelligence, Surveillance, Targeting Acquisition and Reconnaissance (C4ISTAR) systems. The aim: to provide a cohesive, rapid response capability to
protect our service personnel and defend national interests.

Thales UK: Security
Thales is acknowledged as a world leader in the design and supply of mission critical systems for promoting the safety and security of people and places. From complex transport systems to powerful encryption technology, and from advanced telecoms solutions through to full flight simulators, Thales is helping make the world a safer, more secure place.

Thales UK: Transport
Transport networks around the world rely on technology and systems expertise from Thales for safety, reliability and optimised capacity. Our main markets in the UK are urban rail, mainline rail and roads, where our solutions include signalling (train control, axle counters, interlockings, train protection and warning systems, services), supervision and control, integrated communications, security and information management.

Thales UK Key Facts

Thales UK has earned 79 Queen's Awards for Technology and Export
Thales has invested more than £2bn in the UK within the last 10 years
Thales embodies many famous companies, including Racal, Shorts Missiles,
Pilkington Optronics, Redifon MEL, Thomson Marconi Sonar, Thorn Missile
Electronics, Avimo, Helio and others

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