Role: Personal Assistant
Position: Contract
Location: London (close to Moorgate and Liverpool Street stations)
Days on Site: Hybrid, Days on site TBC
Duration: Ongoing
Pay: Daily rate , up to 134£ PAYE – £193 Umbrella
Overview
To provide full PA, secretarial and administrative support to Human Resources Leaders, and supporting the wider Human Resources team as required. This is a demanding post requiring strong secretarial and Personal Assistant skills combined with pro-active organisation of a complex and diverse workload across multiple projects with a high volume of travel planning. It requires a high level of tact and integrity due to the frequency of senior level and external contacts and regular exposure to confidential data. The position requires mutual cover with other Sizewell C PAs as appropriate to manage short term absence. There is a requirement for the role holder to have a physical presence in the office 3 days per week
Job Purpose
The project is delivered through an organisation that comprises multi-disciplinary teams and diverse business functions. The PA in Human Resources will have a wide ranging role within it supporting delivery of work during all project phases within tasks areas that might include:
- Full, accurate and timely administrative support primarily to the Human Resources Leaders and then to the wider HR team
- Coordination and recording meetings with key project stakeholders (internal & external).
- Supporting, coordination and attending HR meetings
- Organisation and coordination of all meetings on behalf of the HR Leaders.
- Production/assisting production of documentation required to successfully deliver and maintain the internal and external facing reputation of the HR function.
- Developing and implementing management systems, as required, as specified by the HR Lead Team
- Help support and facilitate communications both internally and externally ensuring that SZC reputational management is maintained
- Assist with the planning and arranging of external and internal events as they relate to the business of the HR team
Principal Accountabilities, Activities and Decisions
- Provide a professional, accurate and reliable PA and administration support service to the HR Leadership Team along with administrative assistance to the extended Directorate in agreement with the Executive Assistant to the Chief People Officer
- Complex diary management and organisation, including complex and frequent travel management and liaison with a wide range of stakeholders across multiple projects in both the UK and France.
- Communicate decisions and message from the Directorate, resolving or escalating enquiries.
- Take an active role in prioritising and preparing materials for the HR Leadership Team to ensure their work is planned effectively with the necessary materials available.
- Obtain / disseminate information to / from senior management and external representatives.
- Receive and screen correspondence, calls and visitors, in accordance with the HR Leadership Team’s priorities.
- Provide diary and itinerary management, preparation of meeting packs
- Updating and ensuring all contact lists are current
- Ensure accurate and efficient document management and classification in line with SZC procedure.
- Effectively use appropriate IT systems to facilitate the preparation of reports, statistics, presentations and other information for the portfolio.
- Maintain data/records so that information is readily available and easily accessible
- Provide/organise office services such as reprographics, binding, etc
- Arrange meetings and co-ordinate the booking of rooms, arrange travel, accommodation, pool/hire vehicles and hospitality as required
- Administer the ordering and payment of goods and services utilising the recognised IT system
- Arrange dinners, external events and conferences, liaising with HMG and MPs and other senior dignitaries as necessary
- Liaise with Finance to ensure invoices paid etc and maintain (local) cost record
- Maintain confidentiality of all information
- Keep in touch with the team members when they are out of the office and report issues/ take actions for response
- Respond to phone/email enquiries to/ from wide range of external parties etc
- Prepare letters, documents, ensure reports are well presented with attention to detail
- In conjunction with the EA to The CPO, keep up to date training/induction logs on all HR team members and liaise with the HR Training Team
- Understanding of Project Management Process
- Support other PA’s in the project as necessary to manage peaks of work and short term absences
Knowledge and Skills
Essential
- Good organisational skills (flexible/organised/methodical)
- Ability to work independently and be proactive
- Excellent communication/interpersonal skills notably with various levels of the organisation and externally
- The ability to work as an integral part of a team contributing to team success, communications and a positive working environment
- Flexible approach with the ability to multi-task and work on own initiative
- Discretion - confidentiality when dealing with sensitive information
Desirable
- Relationship building skills
- Self starter
- Proactive
- Organisational skills
- Interest in Communications and Stakeholder Engagement
Qualifications & Experience
Essential
- Previous PA/team support experience
- General administrative/secretarial knowledge producing professional work as well as ability to adapt to new and changing systems (and possibly creating systems)
- Use of Outlook or similar diary/email application; Microsoft Office – Word, Excel, Power Point
Desirable
- Experience of working with HMG officials and external agencies