Reporting to the Operations Director, the Business Support Assistant’s purpose is to support the respective business unit with administrative resource and organisational and departmental functionality.
Profile:
The ability to manage diaries and co-ordinate travel requirements is essential, as is the ability to maintain a high level of integrity, communicate, prioritise workload, and handle multiple tasks with a pro-active, accountable, efficient and organised approach.
Key accountabilities:
Meetings and Travel
* Arrange and coordinate diaries for meetings, and booking meeting rooms
* Set up meeting facilities, organise refreshments/lunch requirements and IT equipment
* Organise and coordinate travel arrangements; flights, hotels, parking and transportation
* Organise and coordinate restaurant bookings
* Organise all travel and accommodation in relation to all Bauder personnel Head Office visits; whether to attend meetings or training etc. and liaise accordingly to book meeting rooms
* Support the Assistant to the Managing Director’s with production of meeting schedules, liaising across all business areas to ensure continuity
* Support the preparation and provision of documentation for larger meetings
* Compile a list of preferred suppliers for approved hotels with negotiated costings, ensuring best value practices for all overnight stays and periodically review. This element of the role must align with the Events Team structure and controls
Correspondence and Administration
* Day to day administration support to business teams as designated. Management of department spreadsheets
* Maintain credit card records
* Responsible for tracking own workload
General
* Production of documentation as required within business area of responsibility
* Track and manage staff anniversaries
* Support other members of the Business Support Team as and when required and cover during periods of absence
* Arrange gifts and anniversaries when required. The authorisation, structure and process of these to be determined in conjunction with HR
* Work cost effectively and to budgeted requirements
* Take on any ad-hoc activities that will either become core department activity or support the business, until a long-term solution is developed
* Support the Events Management team with ad-hoc tasks as required
* Support the Assistant to the MDs as required and directed
* Any other duties as required
Process and Efficiencies
* To take responsibility for certain processes within the Business Support Team
* Create and manage process documentation including work instructions and check lists
* To deliver training and updates in the area of responsibility to the team
* To represent the Business Support team on process areas
* Work with the process owner on any significant changes that might impact the department or wider business
If you love being genuinely empowered to deliver great results through collaboratively engaging the wider organisation on a journey of continuous improvement, then look no further.
Teamwork is the essence of what we do and that means everyone brings something unique to the table. The Operations team at Bauder ensure that great work is delivered where and when it’s needed.
We are here to underpin the organisation's success and aim to deliver the high standards that our customers have come to expect. This is an opportunity to help build on an already successful business to ensure we continue to achieve great results for many years to come.
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