PA / Office Manager (Contract) recruitment

• This role requries experience of working, and providing support, at a senior management level where there are significnant pressures on the Managers time. Close diary management, acting as a “gate keeper”, ensuring the Manager is adequately prepared for meetings all play a large part in fulfilling this role. Prospective candidates will need to be highly descrete and professional with very strong communication skills at all levels.

• A strong element of this role is also to act in the capacity of ‘Office Manager’. The candidate will be instrumental in the smooth and efficient running of the departments day to day operational matters. To this end the candidate will be accountable for a wide range of tasks encompassing, travel bookings, processing of expense payments, stationary orders as well as planning and managing mini projects such as IT Town Halls, and office seating moves.

This role will also entail supporting the Project Management Office on a range of tasks encompassing information capture, document formating and presentation creation.

PRIMARY RESPONSIBILITIES 

Personal Assistant

o         Diary management

o         Field calls

o         Email management - filter requests for meetings etc

o         Ensuring IT Head fully prepared for meetings, paperwork printed, has time for preparation tasks , identify and chasing down information needed before hand.

o         Filter queries for things like invoices, payment queries etc.

o         Minute / take actions at meetings

o         Be a central contact point of for people requiring things to get done.

o         Be completely flexible in taking on as much as possible to free up as much time as possible for IT Head.

Office Manager

o         Provide support to all Directors Senior Team Members and Technology Business Manager

o         Manage management rotas, escalation lists etc

o         Plan and manage IT town halls

o         Organise flight and hotel bookings

o         Input/manage travel expenses

o         Order stationary

o         Liaise with facilities and managers to coordinate desk move as and when it is required

o         Organise seating plans for new starters

Costs

o         Tracking social budget

o         Ensuring the right things are costed to the right place in the invoice system

o         Tracking expenses

Small Projects

o         eg managing the IT move, major seating moves

o         DR tests - managing who when food etc

COMPETENCIES

• Very organised and structured, including the ability to interface / work with relatively unstructured people

• Very good at building relationships with people

• Absolutely trustworthy and able to maintain confidential information

• Very driven to support and help all of IT to be successful

• Numerate

• Excellent presentation skills

• Professional manner with client vendors and staff

• Attention to detail

Able to work well as part of a team