Administrator

3 months ago

Reading, United Kingdom Primark Full time

Job Title: Administrator

Reports To: Personal Assistant

Team: Technology

Location: Dublin or Reading

Job-Type: Full Time, Fixed Term

Purpose of the Role:
To provide confidential, professional and proactive administration support to Directors. The administrator is an integral role within the business area and be accountable for an array of administrative tasks.

Duties & Responsibilities:

- Providing proactive administration support to Directors within relevant business area.
- Efficient diary management to ensure a controlled and manageable schedule of meetings.
- Organising internal and external meetings ensuring preparation and circulation of relevant documents in advance.
- Producing accurate and well-presented documents, reports and presentations as well as meeting materials such as agendas, minutes/actions, etc.
- Processing confidential & sensitive information with judgement and tact.
- Overseeing and booking complex travel arrangements and accommodation requirements for Directors as required. Collating necessary travel documentation.
- Coordinating logistics for meetings or events such as booking venues, arranging catering services, etc.
- Point of contact for internal and external queries, responding to queries and relaying information as appropriate on behalf of the Directors.
- Preparing and collating information for meetings to include agendas, presentations, reports, spread sheets, minutes and ensuring effective distribution and follow up of key actions from the meetings.
- Manage and maintain electronic filing system.
- Processing expenses using the Concur system in line with company policies.
- Conducting research on various topics as requested by Directors to provide necessary information for decision-making processes or projects.
- Assisting in managing budgets by tracking expenses related to travel arrangements or office supplies procurement etc.
- General administrative duties.
- Provide coverage for Personal Assistant within business area, where required.
- Ad hoc projects/tasks as required.

Skills & Experience:
Essential:
- Be an experienced Administrator with 2-3 years’ experience - ideally in a large, fast paced organisation or a smaller organisation where you were the “go to person” in a busy office environment.
- Trustworthy with a Proven ability to handle confidential information with discretion.
- Proficient in Microsoft Office Suite.
- A genuine passion or interest in the retail industry a distinct advantage.
- Attention to detail and accuracy are essential.
- Excellent written and spoken communication skills.
- Strong interpersonal skills.

Personal Attributes
- Communicates with conviction, using knowledge effectively to influence and gain support.
- Motivated, energetic and proactive with a positive “can do” attitude.
- Initiates and builds open and honest relationships and enables others to work effectively together both in and outside the team.
- Delegates to the right people with the right skills, setting clear expectations and providing timely feedback.
- Customer focused outlook with a proactive approach to improving customer experience, encouraging others to deal with internal customers’ needs and feedback promptly.
- Explores and considers others’ opinions and views and has the ability to respond constructively to challenging views.
- Excellent attention to detail with the ability to make links between different pieces of information and helps others to interpret and understand it.
- Evaluates different options and alternatives before making decisions.
- Views setbacks as opportunities for growth and learning and quickly adapts approaches.
- Effectively prioritises, staying on top of multiple tasks, delegating where possible considering resources, managing to time whilst flagging risks.
- Proven ability in managing sensitive matters whilst ensuring all Primark information remains confidential to the business.
- Operates with a high level of integrity, diplomacy, tact and professionalism.
- Ability to build relationships with peers across the function and wider business.
- Demonstrates the Primark values and behaviours in all interactions.

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