PA to Senior Management Team
BT Group
Ireland-United Kingdom-London-London
2d ago

Working pattern

StandardSalary : £30K - £34K

Closing date

Jun 26, 2019, 6 : 59 : 00 PM

BT Enterprise, London, St Pauls

Our purpose is to use the power of communications to make a better world. For each other, for our customers, for society and our communities.

We need you to help us do this.

Why this role matters

Our purpose is to use the power of communication to make a better world. For each other, for our customers, for society and our communities.

The role holder is responsible for providing high quality secretarial and administrative support to the Sales Director Majors, the Sales Director MVNO and the Sales Director Indirect.

The key success of this role will be running an efficient office for multiple Senior Management Team (SMT) members; the individual will be accountable for managing multiple diaries and need to understand how to prioritise their own and their SMT Members work to maximum effect.

The Role holder should be confident and able to cover holiday absences for peers as required.

What you'll be doing

  • Networking Create an effective network of contacts within BT Enterprise and BT in order to develop effective working relationships that allow you to progress actions, secure diary time and arrange cover or support as required.
  • Diaries Accountable for efficiently managing multiple SMT Members diaries in line with their priorities, ensuring that meetings are organised efficiently, any likely to be missed are prompted with alternatives and attendees informed in a timely manner.
  • Available diary time should be maximised with time on support activities minimised. Where time is limited, ensure that the task is delegated to the most appropriate person and that time is built in to the SMT Member’s diary for review in advance of the meeting.

    Where a meeting has over-run, ensure you contact the relevant person from the next meeting to advise of the delay. Building in reflection time so that the SMT members are able to capture outputs from meetings he / she has attended (where required).

  • Actions Ensure that key actions are captured, tracked and closed for your respective SMT Members, their teams and yourself.
  • Set reminders in advance of deadlines where necessary).

  • Meetings & Events Responsible for co-ordinating and prioritising meetings so that key discussions are scheduled. Organising internal / external meetings arranging travel, accommodation and collection of meeting attendees as needed.
  • Utilise all options for meetings including scheduling / organising conference calls as well as face to face meetings. Where location possible -

    ensure that SMT Members have their daily calendar and necessary meeting papers printed off in advance of meetings and ensuring that time is built into the diary for reviewing papers.

    Collecting visitors for meetings as and when required.

  • Travel - Anticipating travel needs, creating options so that travel decisions can be made quickly in line with BTs travel policy.
  • Create directions / maps for venues which can be accessed en route.

  • Authorisation Responsible for initiating, validating and approving Purchase Orders, Orderdesk and travel reimbursement requests in line with BT’s policy, seeking in advance SMT Member(s) approval.
  • Expenses - Reconciling expenses and credit card statements for the Executive Team as required
  • Planning Pre-emptive planning sessions should be set up to ensure that you provide the best level of support to your SMT member(s) these planning sessions should take into consideration a rolling 4 week view of the diary and what might be required for meetings, travel, accommodations and further out for major events such as all hands events.
  • Ad-hoc Where appropriate the individual will undertake ad-hoc requests from their SMT Member(s) in support of delivering secretarial or administrative tasks or activities eg organising equipment / induction for new entrants.
  • Privacy and confidentiality Demonstrate the ability to maintain a professional approach at all times and a high degree of discretion & confidentiality
  • Technical Demonstrate working knowledge and skills of the Microsoft suite of applications and BT systems such as virtual meetings.
  • Additional cover standards may include : -

  • E-Mail - Ensure important emails are not overlooked. Chase action where response is needed, (one mechanism being daily update calls).
  • Alert manager to important incoming emails.

  • Briefings- collate reports and meeting papers
  • We'll also need to see these on your CV

    Previous experience of PA / secretarial work at a senior level, and able to demonstrate business acumen e.g. knowledge of a Company, a boardroom etc.

  • and be viewed as the link to the director, not a barrier;
  • Ability to use initiative and able to take independent action and exercise proper judgement, maintaining trust, exhibiting a high degree of confidentiality and integrity

    Self-motivated and able to work with little or no supervision, flexible, with ability to re-prioritise work, staying calm and composed under pressure, maintaining accurate work at all times.

  • Excellent interpersonal skills to communicate effectively at all levels as well as a strong customer service perspective, and have the ability to handle issues with respect, dignity, sensitivity and urgency;
  • Intermediate / advanced PC skills required with knowledge of Word, Excel, PowerPoint, Access, SharePoint, MS Project, Wikis, Blogs, other Social Media), plus able to stay current with technological advances and able to advise on best use

    Salary dependant on skills & experience but in the region of £30K - £34K

    Why choose us?

    We have around 1.2 million customers and serve over half the FTSE 350. Our customers range from big household names, government departments and public service organisations right through to small businesses and new start-

  • ups. We cover both the communications and IT services markets. Overall we’re focused on four main product markets : Fixed Voice;
  • Mobility; Fibre and connectivity; networked IT services provided over the biggest UK network in both fixed and mobile communications.

    We also provide network IT services to corporate and public sector organisations in the Republic of Ireland.

    Our Wholesale business helps communications providers (CPs) and other organisations provide fixed or mobile phone services.

    Our ventures provide mass-market services like directory enquiries and payphones, and enterprise services including Fleet Solutions and BT Redcare.

    We also offer specialist enterprise services to our Internet of Things customers.

    We value different perspectives, skills and experiences. We’re creating an inclusive working culture where people from all backgrounds can succeed.

    That’s why we welcome applications from all parts of the community.

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