Senior Administrator

Job Title\: Senior Administrator/Executive Assistant

Location: Portsmouth Broad Oak

Salary: Up to £39,000 depending on skills and experience

What you'll be doing:

• Undertaking many of the more complex administration tasks, requiring experience, to support the smooth running of the area they are supporting. Operating in accordance with departmental/Company procedures, ensuring work is completed within agreed timescales, supporting both projects and business management
• Proactively communicating in an efficient and polite manner with internal and external stakeholders, representing the Company in the best possible way
• Effectively responding and prioritising queries from internal and external stakeholders. Being proactive and reaching out to internal and external clients where required to gather information or check on progress
• The collation, analysis and processing of documentation, making decisions and recommendations about document presentation and where appropriate how to structure content/themes
• Proactive diary management and coordinating team meeting requirements including the arranging of internal and external meetings, booking meeting rooms and venues etc. Checking the arrangements are satisfactory and making improvements as required
• Arranging and co-ordinating travel requirements and associated costs using the Company systems such as those associated with procurement/expenses
• Routinely liaising with senior management, in order to provide proactive updates, obtain authorisation, and escalate issues ahead of time to allow for early action

Your skills and experiences:

• Strong administrative skills\: Organisation of files (physical or electronic), in a structured, user friendly and secure way and the ability to make recommendations about ways to improve efficiency or effectiveness and prepared to challenge ideas
• Understanding of who the key stakeholders are within the immediate team and wider department, and the interdependencies of your roles as well as able to build and maintain a network of contacts within in the business to help get things done
• Excellent communication (written and verbal), with experience of using digital communication tools. A proactive approach to engaging others where needed, and providing regular updates on progress
• Good knowledge of MS Office, particularly Word, Outlook and Excel, coupled with excellent attention to detail
• Problem solving as required, using judgement and experience, with minimal support from line manager

Benefits:

As well as a competitive pension scheme, BAE Systems also offers employee share plans, an extensive range of flexible discounted health, wellbeing and lifestyle benefits, including a green car scheme, private health plans and shopping discounts - you may also be eligible for an annual incentive.

The Simulation & Training team:

The Simulation and Training team has a broad portfolio of customers and offerings. From providing training content (both simple and complex) to the Type 26 and SSNA programmes, through to delivering next generation simulators to support training for submarine and surface ship crews sailing, as well as providing simulation tools which help BAES design teams to test, integrate and optimise their software and systems. We are primarily based in Portsmouth, but also have teams in Scotland.

As a Senior Administrator you will undertake a wide range of administrative activities, both routine and more bespoke, to support senior management and project teams.

You will have a comprehensive understanding of the systems, processes and procedures associated with the general operation of the area you are supporting, which can inform decision making and efficiency.

As the world has evolved, so has the way we work. Our working approach, will enable you to have flexibility with your working hours, depending on your role and location. This could include part time options, accruing hours as well as flexibility around start and finish times, ensuring you can balance life at work, on site and life at home.

Why BAE Systems?

This is a place where you'll be able to make a real difference. You'll be part of an inclusive culture that values diversity of thought, rewards integrity, and merit, and where you'll be empowered to fulfil your potential. We welcome people from all backgrounds and want to make sure that our recruitment processes are as inclusive as possible. If you have a disability or health condition (for example dyslexia, autism, an anxiety disorder etc.) that may affect your performance in certain assessment types, please speak to your recruiter about potential reasonable adjustments.

Please be aware that many roles at BAE Systems are subject to both security and export control restrictions. These restrictions mean that factors such as your nationality, any nationalities you may have previously held, and your place of birth can restrict the roles you are eligible to perform within the organisation. All applicants must as a minimum achieve Baseline Personnel Security Standard. Many roles also require higher levels of National Security Vetting where applicants must typically have 5 to 10 years of continuous residency in the UK depending on the vetting level required for the role, to allow for meaningful security vetting checks.

Closing Date: 16th December 2025

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

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