Team PA - Maternity Cover

Biggin Hill
Engineering & Technical
TV Systems
About The Role
The Television Systems Group Manager is looking for a 12 month Fixed Term Contract administrative PA to join the TV Systems department and support his workload and the team. Main duties and responsibilities include:
1. Provide administrative support to the Television Systems Group Manager, including:
  • Screen telephone calls, take messages and respond to routine enquiries
  • Organise and ensure the Group Manager is well-prepared for meetings
  • Attend meetings and take complex, accurate minutes to a high standard
  • Assist in travel planning and financial budgeting for the department
  • Type letters, reports and other documents as required
  • Diary Management
  • Collate and manage Group Managers credit card expenses/receipts
  • To identify and anticipate the Group Managers administrative requirements, and requirements in general
  • To assist with large, complex budget spreadsheets.
2. Provide administrative support to the Television Systems department including:
  • Attend and minute team meetings
  • To organise and co-ordinate new starter inductions
  • Administer and co-ordinate Contractor paperwork
  • Assist with administering the Television Systems Department Time and Attendance System
  • Review, develop and maintain internal processes and procedures
  • Ensure expense forms are completed correctly and submitted in a timely manner
  • Ensure relevant team members have float/petty cash as required and ensure relevant forms are completed correctly and submitted in a timely manner
  • Assist in the collation of training plans for department, and liaise with the Training Coordinator as appropriate
  • Ensure the department risk assessments are carried out and reviewed regularly in line with Company procedure
  • Filing of departmental paperwork
3. Other:
  • To complete all mandatory training within specified timelines.
  • To operate safely at all times in line with Company health and safety requirements.
  • To undertake other duties within your capabilities as your Department Manager or Team Manager may assign to you from time to time.
About You
 Essential Experience:
  • Complex minute taking
  • Excellent administration skills
  •  2-3 years’ experience in providing administrative support to senior management
Essential Knowledge and Skills:
  • Advanced Word / Intermediate Excel
  • Ability to produce accurate minutes to a high standard, and in a timely manner
  • Ability to understand complex budget spreadsheets
  • The ability to anticipate the needs for both the Group Manager and the department
  • Ability to format and proof read documents to a high standard (to include spelling, grammar and formatting)
  • Be able to work independently receiving a minimum of detailed supervision and guidance
  • Demonstrated ability to meet deadlines
  • Good communication / organisation / time management skills
  • Ability to accurately proof read documents (to include spelling, grammar and format)
  •  Exceptional attention to detail
Essential Personal Qualities:
  • Proactive and innovative
  • Be able to establish and maintain good working relationships at all levels
  •  High level of integrity and ability to maintain confidentiality