Business Support Administrator

Brook Street UK
08 Apr 2018
20 Apr 2018
Contract Type
Full Time
Business Support Administrator


Brook Street is currently working on behalf of our Global IT Client to recruit a Business Support Administrator. This is a contract role until June 2018 initially (but 18 months max) based in Reading.

Job Mission:

• Provide excellent administration support to the senior staff members.
• Contributes to smooth day-to-day running of the senior staff member’s team/s by providing timely and effective administrative assistance.
• Acts as an essential group point of contact both internally and externally, demonstrating pro-activity and professionalism in all activities undertaken.
• Seek to improve existing administrative processes on and behalf of the group.
• Ensure smooth and seamless integration and management of the Manager’s team, applying pro-activity, initiative, discretion and confidentiality to all tasks.

The role of the administrator will be to ensure that the Manager and their team operate as effectively as possible.

Key areas of responsibility:

• Diary management for senior staff, responsible for keeping an overall view of the diary and ensuring provision of all briefing papers and supporting information to the Manager in a timely manner.
• Manages team administration in an effective, timely and professional manner.
• Provides high level administration support to the senior staff member’s team, including:
o Scheduling and co-ordination of group meetings/offsites, including logistics, catering etc.
o Preparation of meeting agendas and briefing packs where appropriate.
o Organising group travel itineraries and using online travel approval forms [where appropriate].
o Delivering high quality and timely responses to incoming telephone calls, emails and correspondence.
o Assisting with preparation of presentations, reports and correspondence from draft.
o Photocopying, faxing and dealing with courier requests.
o Collection and distribution of mail from the mail rooms and ownership of mail rooms.

o Ownership of internal processes, Purchase Orders, tracking invoices, ordering Hardware/Software/Procurement and Samples.
o Updating and monitoring Org Charts, team aliases, Sharepoints.
o Responsible for assisting new starters.

• Acting as main point of contact for the Group when they are out or away from their desks.
• Remind Manager(s) of scheduled activities which require preparation including 1-1s performance reviews, internal and external meetings, presentations, etc. Chase team members for information to meet deadlines.
• All travel itineraries to be identified and arrangements made well in advance with all visa requirements, currency, hotels, transfers etc.
• Undertake general Office Management duties on behalf of the department, eg: monitoring functionality of equipment such as faxes, photocopiers, printers, projectors, etc, and liaising with Facilities/ITG to resolve any issues.
• Meet and greet visitors to, ensuring meeting participants are notified of visitor’s arrival.
• To provide administrative assistance to ad hoc Group projects, where appropriate.
• Assisting with ad hoc projects on behalf of Managers as and when required, eg Md Year Planning etc
• Arrange conference calls/live meetings.

Success Criteria:

Ensure all issues/requests raised to Manager(s) office are dealt with in a professional, efficient and timely manner and escalated where appropriate
Provides effective Group support and enables group staff to work as efficiently and effectively as possible.
Participates as a highly trusted and involved member of the team
Is the focal point for the team, as a point of contact to handle routine enquiries both internally and externally
Highly organised and quick learner
Is able to multi-task and cope with high and changeable workloads and business needs
Demonstrates excellent interpersonal skills to develop and maintain key working relationships across team and across company
Error free and timely correspondence
Uses initiative as appropriate to position, escalating where appropriate.
Experience and Professional Qualification Requirements:

• Experience operating at PA level in a large Corporate, preferably IT environment
• Knowledge at intermediate level of MS Office

As a Brook Street contractor you will be entitled to 25 days holiday per annum, 8 days paid Bank Holidays, discounted gym membership, use of the onsite health facility, access to online learning and training, free parking and an excellent subsidised restaurant.

Salary: up to £29,000 per annum

Location: Reading

Application Deadline: 9am Thursday 29th March 2018

Salary: up to £28,000 per annum

Location: Reading

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