Personal Assistant

Role Definition

PA support for the Head of Bids & Tendering and the Bids & Tendering leadership team as required.

Specific Skills/Tasks

• Proactive diary management, setting up meetings and visits (collaborating closely with key PAs in other departments as required), pre-empting and resolving issues independently to ensure a smooth day-to-day for the Head of Bids & Tendering
• Organise bid meetings, collaborating closely with Exec / SMO PAs to ensure necessary attendance
• Schedule Bid approval meetings and coordinate preparation of required documentation, ensuring necessary quality achieved every time
• Take meeting minutes and actions as required
• Review incoming emails, prioritise and highlight to Head of Bids & Tendering, or action independently where appropriate
• Manage expenses and other approvals as delegated by the Head of Bids & Tendering
• Professionally expedite delegated actions from Head of Bids & Tendering
• Support Bids & Tendering leadership team as required
• Manage new starter and induction process on behalf of Head of Bids & Tendering and their leadership team, incl. liaising with Resourcing, HR and IT
• Update department org charts as required
• Raise purchase orders for department cost centre
• Manage monthly Team Brief and Bid Team Update process, incl. organisation of guest speakers
• Facilities management for the Chippenham ST&BD team and wider Bids & Tendering function, incl. organising IT
• Establish good working relationships with key internal and external PAs / Administrators
• Holiday / sickness cover for other ST&BD admin staff
• Travel booking, including accommodation, transport, currency
• Organise periodic functional events (e.g. annual conference) and training courses
• Support contract approvals ensuring appropriate authorisations are in place Format bid submissions and other documents
• Support the production of PQQs as required
• Administer departmental SharePoint sites

Competencies

• PA / Secretarial experience (minimum 3 years)
• Good interpersonal skills and collaborative approach – a team player
• Proactive and able to operate on own initiative with minimal supervision
• Highly organised and deadline driven, professional working style
• Able to work with complete confidentiality
• Office 365, particularly proficient in Outlook, Word and PowerPoint.
• Experience with SharePoint, preferably advanced level