Personal assistant

Reference Number 78024 This Personal Assistant will report to a Business Director and will work within the Executive Support directorate based in our London office. Your salary will be dependnt upon skills and experience and will attract a bonus of 7.5% Close Date: 15/12/2023 All applications will be reviewed after the close date. We also provide the following additional benefits Annual Leave Personal Pension Plan – Personal contribution rates of 4% or 5% (UK Power Networks will make a corresponding contribution of 8% or 10%) Tenancy Loan Deposit scheme Tax efficient benefits: cycle to work scheme Season ticket loan Occupational Health support Switched On – scheme providing discount on hundreds of retailers products. Supplier discounts, such as O2, EE, Vauxhall cars, Universal tyres Discounted access to sports and social clubs Employee Assistance Programme. UK Power Networks is the country s biggest electricity distributor, making sure the lights stay on for more than eight million homes and businesses across London, the South East and the East of England. UK Power Networks continues to be listed in the Sunday Times Top 25 Best Big Companies to Work For and the Inclusive Top 50 UK Employers, and made industry history by becoming first company to win Utility of the Year two years running (2015 and 2016, also 2012). We are accredited in the Investors in People Platinum and Nation Equality Standard. We invest more than £600 million in its electricity networks every year, offers extra help to vulnerable customers at times of need, and is undertaking trials to ensure that electricity networks support the transition to a low carbon future. It also moves cables and connects new electricity supplies. Job Purpose: The Personal Assistant manages the efficient provision of professional support services for one to two Directors to include secretarial, administrative and project support responsibilities. You will ensure the smooth operation of the Director s office and managing senior partner requirements. The role may require independent research or project activities and carrying out actions on behalf of the Directors. Principal Accountabilities: Ensure smooth running of Director s office, providing secretarial, administrative and project support services to Director Manage Director s calendar inbox/email Prepare edit presentations, including proof reading, and prepare meeting packs Manage incoming correspondence/enquires (mail/email/phone calls) and ensure distribution prompt where actions or responses needed Preparation and prioritisation of letters/documents Arrange travel involving the coordination of detailed travel schedules, itineraries, and all related travel requirements Responsibility for all incoming customer queries and complaints (letter or telephone), seeing them through to a written response or verbal resolution Develop professional working relationships with internal and external clients Raise purchase orders, payment requests and deal with expense claims, credit card reconciliations and other administrative tasks Attend SMT meetings, taking notes and providing support Provide cover for other Directors PAs Provide support for CEO s PA Maintain comprehensive filing system Nature and Scope: You will work with the Directors, SMTs and a team of Director PAs, on business as usual activities and bespoke project work. Develop an understanding of the Director s principal responsibilities and methods of operation to provide efficient support. Person Specification: Education / Qualifications Recognised PA qualification preferred. Training Excellent Microsoft Office skills, (including PowerPoint) Knowledge of SAP preferred. Experience Experience working as a PA at Director level, ideally working for more than one Director Experience working in an operational role within a related complex and pressured environment Customer service skills in dealing with both internal and external customers through resolution of queries and complaints Experience of task prioritisation to business needs Exceptional planning and organising skills. Knowledge of the Utilities/Customer Service or HR industry an advantage Aptitude Good team worker with the ability to work with others to achieve shared goals and increase the contribution of all members of the team Focus on problem resolution Ability to build good working relationships with colleagues and other teams within UK Power Networks, as well as with external partners Able to juggle multiple priorities The ability to maintain impartiality and demonstrate tact and discretion A willingness to undertake additional tasks and responsibilities as and when required. Circumstances Flexible attitude to work Able to work flexible hours when required. Health Safety Responsibilities Managers and supervisors carry both legal and company responsibilities for ensuring the health and safety of their employees, those under their control and those who might be affected by the work undertaken, i.e. public, visitors and employees of other organisations. This includes briefing individuals working for them and ensuring there is the necessary understanding, competence and application of requirements to work safely and without harming the environment. Employees will ensure they fully understand the health and safety risks involved in their work activities and their responsibility to apply the controls needed to manage those risks to acceptable levels. Similarly where work activities can have an adverse impact upon the environment, and particularly where there are legal requirements, employees will understand those impacts and the controls they must ensure are applied. If in doubt ask! We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.