Brief Description
In this role, you will support a senior executive and busy team, across various locations in providing an efficient and effective general administrative support service.Provide technical input interface with maintaining relevant records.
About the role (External)
Key Accountabilities –
1.Undertake general office administration duties including control of all mail, co-ordinating diaries, processing and maintaining personnel records including vulnerable assets such as mobile telephones; make necessary returns, raising purchase orders. Arrange travel, hotels and vehicles, and order and control Personal Protective Equipment (PPE) for the team and maintaining the ordering process.
2.Organise meetings, room bookings and the production, collation and dissemination of documentation for and resulting from them. Take minutes when required and follow up actions from the meeting.
3.Provide a consistent telephone presence on behalf of the team delivering excellent customer service levels. Provide communications to the team, including sending reminder messages and emails as required.
4.Maintain an efficient filing system paying particular attention to records of standing meetings, statutory records and authorisations, including electronic file management/housekeeping.
5.Utilise financial and procurement systems and act as Local Purchasing Agent (where directed) by ordering stationery and other office consumables as required.
6.Report team problems e.g. IT and office facilities and monitor response.
7.Undertake administrative tasks as directed including technical literature searches for the team, signposting to relevant company policies.
8.Undertake the role in a way that is consistent with, and reinforces, Network Rail's values.
9.Create and share regular internal organisational newsletters, briefing notes and ad hoc updates
10.Maintain staff competency records and assurance of job descriptions
11.Support Director level administrative duties and liaise with other Executive PA's to share best practice.
Essential
·Ability to multitask
·Experience in appropriate IT packages
·Good time management and task prioritisation
·Strong organisation skills
·Good communication skills (verbal and written) including excellent telephone manner, ability to escalate issues and confident in dealing with a wide range of stakeholders
·Experience of working with a team
Desirable
·Sound railway background and knowledge of railway geography
·Recognised qualification in keyboard associated skills and office management techniques
·Knowledge and experience of records management
·Basic Spreadsheet and data management skills
·Basic procurement skills