Pa/administrative Officer

Key tasks will include but will not be limited to:

- Undertake diary management ensuring maximisation of available time, liaising with key internal and external contacts to prioritise activities, optimise planning, and ensure time-effective meetings
- Maintain a message diary.
- Deal with routine enquiries from internal and external parties, providing information and guidance.
- Prepare and maintain budget overviews and tracking reports for various departments as appropriate
- Prepare and compose draft correspondence to a high standard.
- Promptly and professionally address ad hoc issues as they arise (e.g. late notice of cancellation of meetings, re-arranging meetings at short notice, responding to emergencies and alerting relevant senior management)
- Act as minute secretary for internal meetings - recording minutes and action points and circulating agendas and relevant additional documentation.
- Process order requisitions via internal systems, including ordering and maintaining departmental supplies and reconciling of purchase card items.
- Planning and booking travel and accommodation and catering.
- Maintain departmental systems relating to record keeping and information to ensure that monitoring data is available for reporting purposes and to ensure compliance with policies, procedures and processes
- Liaise with internal support departments in order to build relationships and contacts to facilitate the future exchange of information
- Provide co-ordination and administrative support for external and internal projects within the department.
- Contribute to the planning and organising of events, maintaining a log of key activities.
- Other duties as reasonably requested by senior staff from time to time.

Essential Knowledge, Experience and Skills:

- Educated to Degree level or possess equivalent relevant experience)
- Demonstrable comprehensive administrative experience
- Excellent written and oral communications skills, including a high level of literacy and

diplomacy skills
- Experience of working within an executive environment supporting senior colleagues
- Experience of dealing with sensitive, high profile and/or complex enquiries
- Highly developed planning and organisation skills
- Strong computer literacy skills, including: Microsoft office suite, administrative management systems, experience of maintenance and reporting of budget and finances, Demonstrable ability to work to tight deadlines and prioritise workload
- Excellent interpersonal and networking skills
- Ability to be self-motivated and proactive
- Ability to work in a small team and relate well to a wide range of people including those in senior positions
- Ability to engender trust among colleagues and operate with professional credibility
- A demonstrable ability to deal effectively with highly sensitive matters within the context of the role and to maintain confidentiality at all times.

AGY

Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.