Team Administrator

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My client is looking to recruit a Team Administrator/PA (temporary – permanent) for a new role. The salary for when the role goes permanent will be between £23-26k)

The role will be to provide high quality administrative support to the Digital team (including the digital leadership team) and provide comprehensive and proactive PA support to the Director of Digital & CTO, ensuring that all admin needs for the team are met efficiently and effectively.

Key Responsibilities

General administration support

• Provide a high quality, proactive and comprehensive administrative support to the digital team and the digital leadership team.


• To carry out financial administration for the team including raising purchase orders, processing invoices, expenses and payments; using appropriate filing systems as needed.


• To organise meetings and events, minute and circulate notes, and provide filing/document management support.


• To produce regular reports as required.


• To co-ordinate and produce KPI’s, metrics and other supporting management information to a high standard of accuracy, presentation, quality and timeliness.


• Manage systems and processes for filing and archiving, maintaining up-to-date records which are easily retrievable.


• Be the systems administrator for delegated digital applications, including managing subscriptions and access.


• Take ownership of and be responsible for responding to queries and delegated tasks in a timely and accurate manner, seeking advice and guidance where necessary.


• To provide admin support to the team including updating the intranet directory, ensuring digital information contained on the intranet is up to date, maintaining office equipment/supplies through liaising with the appropriate department and distributing post.


• To prepare, circulate and maintain contracts and key documents.


• Ensure that the Digital project budgets and tracking is up to date.


• Own the department relationship with Finance e.g. invoicing, accruals etc.


• Establish processes to provide clarity on resourcing needs across the department and maintain records of all resourcing needs using agreed tools, such as Google Drive.


• Work closely with Facilities department to coordinate team workspaces.


• Support onboarding of new starters in the digital team, working with the hiring manager to ensure the best possible joining experience.


• Establish process and coordinate leave and holiday entitlements across the teams.


• Responsible for ensuring all processes are documented and recorded.

PA duties

• To be the PA for the Director of Digital and CTO, professionally representing them at all times.


• Provide diary management, understanding key priorities to resolve any conflicts.


• Organise and support meetings as needed, including room set up, taking minutes/notes, create and circulate agenda and follow up on action points.


• Collate and prepare key documents for meetings ensuring the CTO has all the required information in advance.


• Anticipate requirements and forward plan to ensure the CTO is fully supported.


• Build a strong reliable relationship with the CTO to ensure that their needs are effectively met.

Other

• Provide support to digital projects and initiatives.


• Contribute to the continuous improvement of systems and processes across digital.


• Any other duties that may be required within the level and expectations of the role.


• Be a digital ambassador, embracing new technology and ways of doing things and engaging others in the digital world.


• Be an integrated member of the digital team, providing a link with the wider team.

Skills and Qualifications

Skills:

• Ability to multi task effectively to prioritise and manage conflicting demands within a busy administrative workload


• Confident and friendly in dealing with people of all levels and with different demands with the ability to build trusting relationships.


• A good communicator – great written and interpersonal skills


• High attention to detail with a through approach.


• Able to use own initiative and be proactive with the ability to work independently and within a team.


• Excellent organisational and co-ordination skills.


• Numerate, methodical and process orientated.


• A reputation for reliability and efficiency.

Experience

• Relevant administrative work experience. Previous PA experience is desirable


• Experience of computerised finance systems and principles

Qualifications:

• IT and computer skills to Intermediate level – MS Office and Google Apps


• Educated to degree level or equivalent experience

Only relevant candidates will be contacted