Personal Assistant

Posted 1 month ago • Royal Mail  

Job reference number 108845

Personal Assistant

MS403

Full time

Permanent

Royal Mail Farringdon

Job Purpose

To support the IT Director and his/her Management Team

Key Accountabilities

Keeping the diary, arranging appointments, booking hospitality, hotels, transport and meeting rooms

To type up all correspondence, reports and standard response letters for the Director

To answer any general enquiries, take messages and pass on to the most appropriate manager

To develop and maintain administration systems that allow easy access to information required by the Director and his/her team

Research and prepare draft presentations for the Director and his/her team

Research and draft reports for the Director and briefings for meetings with external customers, consultants, Technology Organisation management or MDs or board members from other business units

Act as a first line filter for enquiries and deal with the less complex ones directly

Deal with mail and delegate appropriately before reaching the Director

Conduct budget work for the Director, including expenses management and reporting

Prioritise the Director's time and make decisions about what is important for them to deal with personally

Liaise with external and internal customers on behalf of the Director

Prioritise workload to ensure that all urgent and time sensitive issues are dealt with first

Liaise with other PAs and senior managers within the business to ensure that the Director is fully briefed as and when necessary and that actions are followed through

Maintain personnel information and other confidential documentation for the Director and his/her team

Provide support and cover for other PAs on holiday

Minute taking at the Director's senior management team meetings and other meetings where information of a confidential nature is discussed. Chase action points.

Key dimensions

Responsibility of running a smooth office for the Director and his/her team

Key competencies

Understanding the business, the role of the Director and his/her Management Team

Personal Assistant skills (including prioritisation and time management)

Computer literacy (Lotus Notes, Microsoft Word, Power Point, Excel, databases)

Organisational skills

Strong interpersonal and influencing skills, telephone skills, can-do attitude

Proficiency in work and using office equipment (PC, fax, photocopier, printers, etc.).

About Royal Mail:

The Royal Mail Technology team is passionate about delivering high-quality products and outstanding digital experiences to our customers. Technology is instrumental in helping us achieve our objective to be recognised as the best delivery company in the UK and across Europe

With a workforce of 150,000, our core network handles c.16 billion letters and c.1 billion parcels a year, delivering to more than 29 million addresses, 6 days a week. Our technology therefore needs to operate at scale. As a data driven business, with the largest PDA estate in the country, our systems need to handle more than 60m scan events and 1.4bn data points per day.

Royal Mail is committed to building an internal development and testing capability, driving digital innovation across the business enabling our business to transform at pace. You will be working for a brand that's a household name and a critical part of the UK's infrastructure.

Our technology vision is to "Enable, Digitise, Realise":

- Enable - Create environments where open conversations are the norm and where teams work alongside each other to complement skills.

- Digitise - Utilise Technology to support the business. Making Technology thinking integral to the business. Increase the level of automation and implement connected systems.

- Realise - Invest in technology and keep taking all opportunities to consolidate systems. Focus on removing complexity within our systems and enable our cost base to decrease.

We are fully embracing Agile and DevOps, and using tools such as Alexa, Azure and Google Cloud, Chatbot, Microsoft .NET Core, Angular and mobile apps.

Our priorities include:

Our postmen/women use 80,000 Android mobile devices and we are continuing to roll out new Apps all the time to help them to deliver a first class customer service.

International business is one of our fastest growing areas - our IT systems have to integrate with IT systems in over 200 different territories in order for customers to track their parcels around the world.

Continuously expanding our services to our customers, utilising predictive analytics and personalised services.

Transforming our customer's digital journey's through our website which is in the top 50 most visited UK websites - with 300m visits per annum, from 100m devices, resulting in 1bn page views, with 9.2m registered users, 20m unique visitors per month, and peaking at 7m visits per day during the Christmas peak.

We are an inclusive employer with equality, diversity and fairness at the heart of our values and we're proud to be recognised in The Times Top 50 Employers for Women 2019 for a 6th consecutive year. We welcome applications from individuals from diverse backgrounds and are committed to promoting fair participation and equality of opportunity for all of our job applicants.

We are happy to have a conversation about flexible working, depending on the role and subject to business needs.

Closing Date: 01/10/2019. Please note, this advert may close early if the appropriate number of applications has been reached.

Job Segment:
Administrative Assistant, Administrative

Your Reference: 747436525

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Remember: You should never send cash or cheques to a prospective employer, or provide your bank details or any other financial information. We pay great attention to vetting all jobs that appear on our site, but please get in touch if you see any roles asking for such payments or financial details from you. For more information on conducting a safe job hunt online, visit safer-jobs.com.
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