Job Description

We are looking for an experience PA to support a team of Directors working on a nuclear new build project.

This is a contract role to run for 6 months. The office location is London. 3 days in the office and 2 days working from home.

The job holder will provide PA and project support to the assigned Programme Director(s).

Principal Accountabilities

• Provide a professional, accurate and reliable PA and administration support service– along with admin assistance to the extended business unit as required.

• To work with/manage team assistants to ensure a professional and efficient admin support team for the Engineering and Quality departments

• Diary and itinerary management, preparation of weekly meeting packs

• Updating and ensuring all contact lists are current

• Document management/organisation and filing

• Record and produce minutes for key business meetings

• 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 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

• 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

• Keep up to date training/induction logs on all team members and liaise with HR

• Managing the onboarding process for new starters into the team – ordering equipment and obtaining system access as required

Knowledge, Skills, Qualifications, Experience

• 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

• Previous team support experience

• Discretion - confidentiality when dealing with sensitive information

• Attention to detail

• 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

• Working knowledge of SAP and ability to raise requisitions, desirable

• Previous experience in the energy industry desirable

The role falls inside IR35.

Closing date 22.11.24