Personal Assistant

Personal Assistant

Length: 6 Months

PAYE only

Key Accountabilities

Diary management for 4 Directors and organisation of meetings across the globe (including video conferences, webex, conference calls) and booking rooms.

Booking travel for the Directors and arranging all logistics in association with travel Processing of all Director’s expenses both credit card and cash receipts within the T&E guidelines and deadlines
Prepare and amend documentation when requested, including formatting spreadsheets, Word documents, PowerPoint presentations etc.

Responsible for organising the on-boarding of new joiners to the BUK Legal team as well as off-boarding leavers.

Work as a team with the other PAs in BUK Legal, providing appropriate cover where required.

Assist with Purchase Orders on behalf of the Directors with Legal Tendering team and managing spend queries as appropriate
Responsible for maintaining organisational charts, contact info, holiday log and email distribution lists for the BUK Legal team
Responsible for the BUK Legal team’s Organisational Management
Responsible for Business Continuity Management process for the BUK Legal team.

Responsible for the “work experience programme” within BUK Legal, including answering queries from candidates and setting up work experience placements within BUK Legal.

Team Administration

Provide secretarial support to other Directors in the team when required, especially when other PA colleagues are out of the office.
Take accountability for accuracy of data captured in the Organisational Management and SAP HR tool; processing only approved changes for both. 

Assist with managing NAPA inbox and redirecting to the wider team and updating our records for all lawyers.
Be a contact for our team Sharepoint site and own permissions for the team.

Take ownership of recording all holiday requests from the team in our team charts.

Own email distribution lists for the team; ensure any changes are applied timely. 

Provide support when new colleagues join the team by owning administrative process such as technology ordering, access requests etc. through our new joiner guides.

Be involved in financial management for the Directors’ teams, including, raising Purchase Orders, budget planning and monitoring (e.g. for travel, expenses, discretionary spent). 

Be familiar with the Records Management Policy and ensure teams’ share drives and paper archives are fully compliant at all times. 
Ensure access to share drives and each folder is restricted to authorised colleagues only and leavers/movers are removed as soon as possible.

Risk and Control Objective

Ensure that all activities and duties are carried out in full compliance with regulatory requirements, Enterprise Wide Risk Management Framework and internal Barclays Policies and Policy Standards.

Person Specification

High degree of professionalism and communication skills – ability to deal with a range of people including senior stakeholders and situations.

A flexible approach and the ability to adapt to different leadership styles of senior management.

Strong attention to detail and highly organised.

The ability to respond to changing priorities and urgent requests and multi task in a busy challenging environment with minimum supervision.

Proactive and strong foresight, flagging key deliverables/deadlines to Directors.

Prioritise workload to use initiative and prioritise own work and meet deadlines.

Flexible, adaptable and comfortable with change.

Work completed accurately and to high standards.

Essential Skills/Basic Qualifications: 

Experienced PA supporting leadership at Director level
High level of skill/competency in IT – Microsoft Office (Outlook, Word, PowerPoint, Excel)
Proven experience of working within a fast paced and demanding environment (financial institution)
GCSE English or equivalent qualification
Desirable skills/Preferred Qualifications:
Legal experience preferred but not essential
Good level of numeracy needed for budget figures/expenses
Familiar using WebEx, Coupa and AMEX systems
 

About Barclays

Barclays is a British universal bank. We are diversified by business, by different types of customers and clients, and by geography. Our businesses include consumer banking and payments operations around the world, as well as a top-tier, full service, global corporate and investment bank, all of which are supported by our service company which provides technology, operations and functional services across the Group.

Our Values 

Everything we do is shaped by the five values of Respect, Integrity, Service, Excellence and Stewardship. Our values inform the foundations of our relationships with customers and clients, but they also shape how we measure and reward the performance of our colleagues. Simply put, success is not just about what you achieve, but about how you achieve it.

Our Diversity

We aim to foster a culture where individuals of all backgrounds feel confident in bringing their whole selves to work, feel included and their talents are nurtured, empowering them to contribute fully to our vision and goals.

Our Benefits

Our customers are unique. The same goes for our colleagues. That's why at Barclays we offer a range of benefits, allowing every colleague to choose the best options for their personal circumstances. These include a competitive salary and pension, health care and all the tools, technology and support to help you become the very best you can be. We are proud of our dynamic working options for colleagues. Where appropriate, and for UK based roles, we will consider requests that the role be based at alternative Barclays’ key UK location from that advertised.

Working Flexibly

We’re committed to providing a supportive and inclusive culture and environment for you to work in. This environment recognises and supports ways to balance your personal needs, alongside the professional needs of our business. Providing the opportunity for all our employees, globally to work flexibly empowers each of us to work in a way that suits our lives as well as enabling us to better service our customers’ and clients’ needs. Whether you have family commitments or you’re a carer, or whether you need study time or wish to pursue personal interests, our approach to working flexibly is designed to help you balance your life.  If you would like some flexibility, then please discuss this with the hiring manager.

If you would like some flexibility then please discuss this with the hiring manager.