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Team Administrator

Posted: 8 Jan 2021 Closes: 7 Feb 2021
Birmingham Competitive
Permanent & Full-time HS2_21000041

As the Team Administrator within Client Services your role will be to provide Senior Leaders administrative and secretarial support carrying out their duties effectively and to meet all obligations with both internal and external stakeholders of the HS2 programme.

About the role
  • Act as first point of contact for the Senior Leader for all enquires and requests for information, redirecting and responding as appropriate, and ensuring that all tasks are completed to a high standard.
  • Manage and coordinate the Senior Leaders mailbox, respond to requests for information and escalate requests requiring action to the Senior Leader.
  • Manage and coordinate the Senior Leaders diary of internal and external meetings, including all professional engagements and any other appointments.
  • Liaise with other Executive and Senior Leadership Team Personal Assistant's to arrange meetings with the Executive, Senior Leadership Team and other key stakeholders to ensure effective use of time.
  • Prepare and format briefing packs, meeting papers, presentations and all other documentation for use in Directorate and Departmental meetings, as well as any external engagements, to deliver clear and impactful presentations.
  • Collate responses and required documentation for the Senior Leaders meetings to ensure effective running of meetings.
  • Gather information, compile reports and maintain these to support the activities of the Senior Leader.
  • File all documentation effectively and maintain the document management system to ensure ease of access.
  • Update and maintain Departmental, Directorate and HS2-wide records, databases and systems for the Senior Leader to ensure effective management of the Department.
  • Manage all travel requirements for the Senior Leader effectively and within policy and budget.
  • Provide ad hoc administrative and secretarial support including performing specialist related tasks and managing projects through to completion.
  • Actively promote and embed Equality Diversity and Inclusion (EDI) in all your work, and support and comply with all organisational initiatives, policies and procedures on EDI.


Qualifications:

About You
  • Ability to coordinate and manage a demanding schedule of engagements, appointments and meetings
  • Ability to prioritise workload and manage competing priorities
  • Ability to multi-task and manage multiple requests and tasks
  • Ability to manage and communicate with a range of stakeholders, including Executive and Senior level internal and external stakeholders
  • IT skills including the use of Microsoft Office suite
Type of Knowledge:
  • Knowledge of the complexities in managing a demanding schedule of engagements
  • Knowledge of problem-solving techniques to resolve ad-hoc issues
  • Knowledge of governance frameworks and dimensions
Type of experience:
  • Experience of providing administrative and/or secretarial support at Senior Leader level.
  • Experience of providing diary management support for Senior Leader level role.
  • Experience of liaising with internal and external stakeholders to successfully coordinate outcomes.
  • Experience of using Microsoft Office products (e.g. Word, PowerPoint, Excel).
  • It is expected that you will actively promote and embed Equality, Diversity and Inclusion (EDI) in all your work and support and comply with all organisational initiatives, policies and procedures on EDI.


We ask for a variety of detail in your online application, however we perform the first assessment of suitability for a role based solely on the information in your CV. Please attach an updated word version of your CV for each new application and include evidence directly related to the criteria in the job advert.

About Us:

High Speed 2 (HS2 Ltd) will be the UK's new high speed rail network. As well as improving capacity, the new scheme will shorten journey times between a number of Britain's major population centres, boost the economy and create thousands of jobs.

HS2 Ltd will create a skills legacy and develop a diverse range of talent. We aim to be a leader in EDI practice by creating a safe & inclusive working environment for all our staff - living our values of Safety, Respect, Integrity and Leadership.

In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish and providing personal and professional development opportunities.

HS2 Ltd is also a safety-critical organisation. Employees are required to ensure reasonable care of their own and others' health and safety by taking personal responsibility for working to our 'Safe at Heart' programme principles and following safe working procedures at all times.

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives and achieves their full potential.

High Speed 2

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