Personal Assistant

Personal Assistant - PA

Location: London, Hybrid Working

Length: 3 Month Initial Contract - Potential to be extended

PAYE only 

Overall purpose of the role

The Personal Assistant role will provide extensive personal assistant support to Senior Leaders across Barclays including diary and mailbox management, organisation of meetings and events. The position will be within the Transformation team of Barclays which is responsible for ensuring the bank have an increasingly clear and aligned view on how the various changes that we are delivering on behalf of our customers and clients will combine to create a new business model, whilst continuing to deliver on our commitments to our shareholders, especially on our efficiency, maturing our control environment and anticipating how the expectations of those who regulate us will evolve. 

Each of those dimensions is in a state of unprecedented change – in metaphorical terms, we are having to change the engine whilst keeping the plane in flight. Transformation will ensure that we keep focused on the right outcomes, at the right time, and on making sure we are as coordinated as we must be so that none of our stakeholders are ever surprised by what we deliver.

The PA will be a point of contact for the immediate and wider teams. You will also act as subject matter experts around administrative processes and functions. This role will be required to provide coverage for either: one ExCo member, two MDs, four Ds or 1 MD & 2 Ds. Previous experience in a large corporate function and familiarity with use of Coupa or Concur is advantageous for the role.

Key Accountabilities: 

• Extensive diary management for their aligned senior leaders, scheduling appointments and using sound judgement to prioritise meetings and ensuring Senior Leaders are in the correct place, on time with all relevant documents.

• Booking of travel arrangements and accommodation and itineraries under own initiative. Providing detailed travel itinerary and meeting schedules.

• Ability to organise own workload with optimum effect is essential due to the large volume of issues, which must be dealt with daily.

• PAs supporting ExCo members and Managing Directors, inbox monitoring and email management is required.

• Support with recruitment and new joiner and leaver processes keeping the Organisational Management tool up to date.

• Raise and approve IT requests and Coupa requests in a timely fashion.

• Play a key role in organising team meetings, agendas and offsites.

• Act as the main reference point both in the presence and absence of the Senior Leader. Respond to/ resolve a range of queries, channelling to the appropriate area if necessary in a timely manner, including any requests from other MD and D assistants and Business Managers.

• Compile agendas, prepare briefs, attend meetings

• Schedule meeting requests and book rooms when required

• Manage expenses, collate receipts and reconcile Corporate Credit Cards, ensuring they have been processed and approved within 30 days of the transaction date.

• Ensure Senior Leader preferred style/ known wishes are conveyed, exercising discretion on behalf of the Senior Leader at all times.

• Manage and record filing for business documentation in line with records management policy i.e. general papers, project work, committee papers, conferences and presentations.

• Keep accurate records of holiday and sickness absence for the Senior Leader’s direct reports and support with general HR issues where required.

• Able to seamlessly provide project (big or mini tasks separate to the day-to-day work) support when required.

• The management of information throughout its life cycle, from the time of creation or receipt to its eventual disposition and strict alignment to the standard provided.

• Confidential Matters: Support Senior Leaders with the collation and management of HR matters. Ensure that highly confidential information is kept secret and secure and that documents contain the right security (passwords etc). Maintain absolute discretion around colleague matters.

Key Skills: 

• Proven experience in a Personal Assistant / PA / EA / Team Assistant support role

• Previous experience in a large corporate function

• Familiarity with use of Coupa or Concur is advantageous

• Confidence to work with senior leaders and stakeholders to build good working relationships and work collaboratively.

• Proven ability to be self-motivated, manage time effectively and deliver work to a consistently high quality.

• High degree of organisational awareness with an ability to solve problems and make decisions independently.

• ‘Can do’ attitude with the confidence, composure and common sense to interact on a national level with a wide range of senior stakeholders across teams

• Daily interaction with colleagues, requiring confidence in approach with the ability to communicate detailed policies in a simple way.

• Attention to detail and ability to maintain confidentiality at all times is critical.

• High level of professionalism with excellent communication skills

• Excellent time management and organisation skills are essential as is the ability to plan, prioritise and use your own initiative.

• Knowledge of group procedures and policies in relation to Coupa, Travel, Expenses, HR tools.

• Confident, flexible working attitude.

• Extensive Personal Assistant / Executive Assistant related experience in Outlook and Microsoft 365 including MSF Teams.

About Barclays 

Barclays is a British universal bank. It is diversified by business, by different types of customers and clients, and by geography. Barclays 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 its service company which provides technology, operations and functional services across the Group. 

Values 

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

Diversity

Barclays aims 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 Barclays vision and goals. 

Hybrid

At Barclays, we offer a hybrid working experience that blends the positives of working alongside colleagues at our onsite locations, together with working from home.  We have a structured approach where colleagues work at an onsite location on fixed, ‘anchor’, days of the week, for a minimum of two days a week or more, as set by the business area (or nearest equivalent if working part-time hours). Please discuss the working pattern requirements for the role you are applying for with the hiring manager. Please note that as we continue to embed our hybrid working environment, we remain in a test and learn phase, which means that working arrangements may be subject to change on reasonable notice to ensure we meet the needs of our business.

Your Benefits 

As a contract employee of Randstad Sourceright, you’ll receive a wide range of financial and personal benefits. There’s enrolment in a pension plan (after 12 weeks on assignment) and holiday pay. You’ll also get 24/7 access to an Employee Assistance Programme, designed to help you deal with any problems that could be affecting your home or work life. Plus, there’s discounts at heaps of high street shops, restaurants and entertainment - from Asda to Zizzi Italian restaurants.