Team Administrator

KEY FACTS:

- This position is Full time and based out of our Bracknell office
- Role supports the District Managers in CEP sales and their teams
- This is a very busy role and needs to be filled by a team-player keen to get involved in duties outside the usual remit of an administrator eg playing an active role as no 2 days will be the same!

PRE-REQUISITES FOR THE ROLE:

- Strong administrative skills
- To be happy working as part of a team with requests coming from different people of differing levels
- Must have good Outlook diary/inbox skills
- Must be a self-starter and be self-motivated
- Most importantly needs to be a very good multi tasker!

ACTIVITY:

INBOX

- Help district managers with their urgent emails - if they need help (this action is dependent on preference of individual manager)

MEASURES

- Dependent on process agreed with manager. Measures to be defined on an individual basis.
- Organise meetings: Team/Customer/121s
- Co-ordinate travel logistics when requested
- Help managers with their time management!
- Room bookings and hospitality as appropriate.

DIARY MANAGEMENT

- Details put in diary, meeting requests sent if necessary.
- Presenters notified and agendas circulated if necessary.
- Preparation time allowed in diary.
- Room bookings made in appropriate locations.

MEETINGS

- Preparation for meetings eg resources, agenda, previous minutes.
- Contribute to team meetings.
- Send location maps/arrange catering for meetings with external parties
- Rooms booked with catering if necessary.
- Agendas and minutes supplied if needed.
- Actions followed up before the next meeting.
- Catering expenses paid via procurement card process.
- Co-ordinate travel and accommodation for team(s) and guests using smart travel program.
- Larger meetings organised via smart meetings programme

TRAVEL

- Information provided to traveller.
- Tickets always ready for collection at airport/station.
- Travel and accommodation booked in line with policy and budget constraints.
- All travel logged on travel s/s and kept within allocated budgets.

HOLIDAY/SICKNESS

- Co-ordination of holiday and sickness records for teams, including special leave/maternity.
-Charts kept up to date.
- Holiday forms routinely filled in by teams and filed centrally.

PURCHASE ORDERS

- Raise purchase orders as requested.
- Pos raised as requested, check to make sure they go through approval process.
- Organisation of concalls.
- Co-ordinate communication messages for team events.
- Take messages for teams whenever necessary, this may mean speaking direct to customers

COMMUNICATION

- Arrange a conference call number for team members.
- Pass messages on in an accurate, timely fashion.
- Forward communications to team where appropriate.
- Customer messages passed on to appropriate person ASAP.

PRESENTATION

- If necessary, help managers/team with Powerpoint presentations
- Appropriate format chosen.
- Presentations ready on time.
- Presentations circulated to appropriate parties before/after meeting.

INDUCTION

- Ensure appropriate resources available for new team members.1. Management of induction process.
- Desk, desk phone, mobile phone, PC organised before new starter starts!
- Work with new starter's manager to decide on induction programme, and book meetings as appropriate.
- Be a team player, and be prepared to help others whenever you can
- Be prepared to help other assistants by covering a colleague's top level workload whilst they're on holiday
- Share best practices wherever possible
- Undertake training for new or revised processes as necessary

CONTRIBUTION TO PPS ADMIN TEAM

- Attend quarterly admin meetings.
-Black books' in place.
-Buddy' system/holiday cover in place.