Team Administrator

2 months ago

London, United Kingdom High Speed Two (HS2) Full time

As a **Team Administrator **at HS2 you will coordinate and manage site visits to ensure the effecting running of visits and corporate events held on site at Old Oak Common and across the Stations portfolio as required. You will also provide administrative support to senior management team members and their teams both internal and external, including shared diary management, managing, and booking visits and travel within policy and budget, coordinating team meetings and managing small projects to a high standard, within budget and timescales and to ensure the collective team and Directorate is high functioning.

**About the role**:

- Act as first point of contact for Internal and External requests for site visits, coordinating with the IPT lead, internal stakeholders and external bodies as required.
- Coordinate and manage visits calendar to ensure effecting running of visits and corporate events held on site.
- Coordinate and manage associated requests including but not limited to, collating Personal Protective Equipment, visitors requests forms, transportation to and from various off-site locations, and meeting rooms as required.
- Prepare and format briefing packs, meetings papers, presentations and all other documentation for visits as required.
- Coordinate and manage visits and meetings to ensure effecting running of both and the successful delivery of outcomes, including collating agendas and responses, taking meeting minutes and notes, and managing required actions.
- Prepare and format briefing packs, meetings papers, presentations and all other documentation for senior management and departmental teams as required.
- Update and maintain Team, Departmental and Directorate records, databases, and systems to ensure effective functioning of the Directorate and collective team.
- Gather information, compile reports, and maintain these to support the activities of senior management and departments / teams.
- File all documentation effectively and maintain the document management system to ensure ease of access across the team.
- Track all correspondence for senior management and as required draft responses and coordinate required actions.
- Manage all travel requirements for senior management and departments / teams within policy and budget.
- Provide ad hoc administrative support including performing specialist related tasks and managing projects through to completion.
- Maintain continuous administrative support for departments / teams and identify enhancements to continually improve the functioning of the collective team and Directorate.

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.

**About You**:
**_Skills: _**
- Ability to complete various administrative tasks, including visit management, travel booking, meetings and team administrative support.
- 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 senior level stakeholders and internal leaders, managers, and staff.
- IT skills including the use of Microsoft Office suite.

**_Knowledge: _**
- Knowledge of administrative and support services
- Knowledge of problem-solving techniques to resolve ad-hoc issues.
- Knowledge of systems and software in the office environment

**_Types of Experience _**
- Experience of providing administrative support within a business environment
- Experience of liaising with multiple internal and external stakeholders to successfully coordinate outcomes.
- Experience of using Microsoft Office products (e.g. Word, PowerPoint, Excel)

The post-holder is expected to behave at all times in a manner consistent with the HS2 values of Safety, Leadership, Integrity, and Respect

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.

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