Team Assistant - Channel4 - London

DEPARTMENT DESCRIPTION

The responsibilities of this role sit across Technology Strategy and Operations, and Information Systems Delivery. Between them, these departments provide strategic, delivery and operational services and expertise to Channel 4 across Information Systems and Broadcast. order to fully support the effective operation, management, growth and commercial success of the ness

JOB PURPOSE

The job holder will be the team assistant to these departments. This involves providing general organisation and administrative support to the senior management team and providing cover for the PA to HoDs

KEY RESPONSIBILITIES

The team assistant provides administrational and organisational support to senior managers within the Technology departments

Team PA:

• Diary management and Expenses processing for Senior managers.

• Arrange and coordinate meetings with suppliers, industry groups and internal C4 staff, including catering provision and meeting and greeting participants.

• Arranging business cards

• General administration support for Senior managers including: assistance with reports, presentations, taking minutes and following up on actions

• Provide cover for PA to HoDs

Department Administration:

• Booking and organise travel itineraries, accommodation, and tickets for the Technology department

• Arranging taxis when required

• Co-ordinate attendance and registration at conferences.

• Creation, tracking and maintenance of filing systems and document management systems.

• Organise departmental events

• Create and distribute Fortnightly Department Newsletter

• Update and distribute departmental information e.g. organisation charts, post lists, email distribution lists, On Call cards etc.

• Maintaining floor plans and co-ordinating office moves

• Update holiday, sickness & TOIL/On Call records.

• Manage the departmental room bookings and give demonstrations of products and equipment when required to the business.

• Raising the department’s profile across the wider business

• Entering projects for industry awards

• Coding of invoices using in-house system and finance tracking

Administration of software/hardware renewals

• Actively monitor all recurring maintenance agreements across all of IS to ensure that they are captured and reported on correctly.

• Actively monitor all recurring maintenance agreements across Technology to ensure that purchase orders are raised in a timely manner and coded correctly.

• Work closely with Service Providers and software/hardware suppliers recording all quotations, orders and associated correspondence, and verifying large invoices with key internal contacts.

• Maintain a register of all Corporate and Online suppliers including details such as renewal dates, contacts, service descriptions, costs etc.

• Ensure all software/hardware contracts are recorded in the centralised contracts database.

• Maintain a risk register of service and maintenance agreements that lacksufficient contract information.

SKILLS AND EXPERIENCE REQUIRED BY CANDIDATES INCLUDE:

Technical and Professional Skills

• Computer literate

• Degree level education

• Excellent communication skills, both verbal and written

• Flexible, great multitasker and able to work to tight deadlines

• Ability to work with confidential and sensitive information in a discrete manner

Autonomy/ Judgment/ Decision Making

• Overall priorities are set by the needs of the team/department; however the Team Assistant is expected to manage their own workload by prioritising accordingly and reporting back on completion

Relationship Management (Internal and External)

• Responsible for own work and for supporting the Technology team in managing their workload e.g. handling all administration and providing support and advice on day-to-day issues

• Expected to work closely with other assistants, both internal and external

• Comfortable dealing with senior management and multiple stakeholders

• Proven ability to rapidly develop close relationships with key contacts and understand key business issues

• Enthusiastic and self-motivated team player

Problem Solving/ Complexity

• Manage complicated diaries; occasionally required to move and/or reorganise meetings based on their urgency and significance

• Confident in managing several tasks simultaneously, prioritising where necessary

• Works efficiently under pressure

Personal Specification

• Interest in broadcast television and technology

• Recent experience operating as a PA or Team Assistant.

• Ability to cope in a very busy environment and to perform in high-pressured situations

• To have initiative, but also be able to respond to direction and have a willingness to do whatever is required to deliver the role

• Self-starting attitude to work

• Good interpersonal skills. Ability to be part of a team, work well with others in an open-plan department and deal politely with visitors from other companies

• Possess a keen attitude and a willingness to learn

• Flexibility, patience, perseverance and commitment to get the job done