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Business Support Administrator

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Business Support Administrator 
Job Mission: 

  • Provide excellent administration support to the senior staff members. 
  • Contributes to smooth day-to- day running of the senior staff member’s team/s by providing timely and effective administrative assistance. 
  • Acts as an essential group point of contact both internally and externally, demonstrating pro- activity and professionalism in all activities undertaken. 
  • Seek to improve existing administrative processes on and behalf of the group. 
  • Ensure smooth and seamless integration and management of the Manager’s team, applying pro- activity, initiative, discretion and confidentiality to all tasks. 
  • The role of the administrator will be to ensure that the Manager and their team operate as effectively as possible. 

Reporting Relationships: 
Staff reporting: No direct management responsibility 

Annual Budget Responsibilities: 
Obtain a good understanding of budgetary process and systems. No direct ownership of budgets. 

Key areas of responsibility: 

  • Diary management for senior staff, responsible for keeping an overall view of the diary and ensuring provision of all briefing papers and supporting information to the Manager in a timely manner. 
  • Manages team administration in an effective, timely and professional manner. 
  • Provides high level administration support to the senior staff member’s team, including: 
  • Scheduling and co-ordination of group meetings/offsites, including logistics, catering etc. 
  • Preparation of meeting agendas and briefing packs where appropriate. 
  • Organising group travel itineraries and using online travel approval forms [where appropriate]. 
  • Delivering high quality and timely responses to incoming telephone calls, emails and correspondence. 
  • Assisting with preparation of presentations, reports and correspondence from draft. 
  • Photocopying, faxing and dealing with courier requests. 
  • Collection and distribution of mail from the mail rooms and ownership of mail rooms. 
  • Ownership of internal processes, including MS Market – creating Purchase Orders, tracking invoices, ordering Hardware/Software/Procurement and Samples. 
  • Updating and monitoring Org Charts, team aliases, Sharepoints. 
  • Responsible for assisting new starters. 
  • Acting as main point of contact for the Group when they are out or away from their desks. 
  • Remind Manager(s) of scheduled activities which require preparation including 1-1s performance reviews, internal and external meetings, presentations, etc. Chase team members for information to meet deadlines. 
  • All travel itineraries to be identified and arrangements made well in advance with all visa requirements, currency, hotels, transfers etc. 
  • Undertake general Office Management duties on behalf of the department, eg: monitoring functionality of equipment such as faxes, photocopiers, printers, projectors, etc, and liaising with Facilities/ITG to resolve any issues. 
  • Meet and greet visitors to MS, ensuring meeting participants are notified of visitor’s arrival. 
  • To provide administrative assistance to ad hoc Group projects, where appropriate. 
  • Assisting with ad hoc projects on behalf of Managers as and when required, eg Md Year Planning etc 
  • Arrange conference calls/live meetings. 

Success Criteria: 

  • Ensure all issues/requests raised to Manager(s) office are dealt with in a professional, efficient and timely manner and escalated where appropriate 
  • Provides effective Group support and enables group staff to work as efficiently and effectively as possible. 
  • Participates as a highly trusted and involved member of the team 
  • Is the focal point for the team, as a point of contact to handle routine enquiries both internally and externally 
  • Highly organised and quick learner 
  • Is able to multi-task and cope with high and changeable workloads and business needs 
  • Demonstrates excellent interpersonal skills to develop and maintain key working relationships across team and across company 
  • Error free and timely correspondence 
  • Uses initiative as appropriate to position, escalating where appropriate. 

Experience and Professional Qualification Requirements: 

  • Experience operating at PA level in a large Corporate, preferably IT environment 
  • Knowledge at intermediate level of MS Outlook, Word, Excel, Powerpoint 
  • A minimum of 5 GSCE or equivalent, including Mathematics and English 

Behaviour and Personality Profile: 

  • Extremely well organized, excellent planning and prioritising ability 
  • Ability to manage and prioritise multiple demands by being reactive/pro-active 
  • Ability to work under pressure, meet committed deadlines and ensure that others deliver what is expected on time 
  • Able to take effective action without having to know the total picture, but seeking the appropriate knowledge required and escalating as required 
  • Effective communication skills – both verbal and written 
  • Excellent interpersonal skills to develop and maintain key working relationships across team and across company. 
  • Self-starter, working on own initiative 
  • Maintain a basic business awareness 
  • Good attention to detail 
  • Willingness to learn 
  • Willing and able to work flexible hours 
  • Diplomatic and tactful 
  • Patient and calm 
  • Team player


 

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