Length: 6 months
Overall purpose of role:
Provision of general office management and administrative duties for a Team Manager and their direct reports as appropriate
Diary Management: Extensive Team diary management including accurate scheduling of meetings, room bookings and organising refreshments or catering services where applicable. The role holder will be responsible for alerting Team Manager of meetings when possible and keeping abreast of their day to day activities. In organising business trips the role holder will need to achieve both efficiency and cost control. This aspect of the role will include planning the Team Members itinerary by providing supporting documents, arranging meetings, travel and accommodation reservations.
HR & IT Coordination: The role holder will be responsible for managing new joiner/leaver procedure for key roles, equipment, security passes and computer logins. Become the central point for collating all holiday requests for the Team to ensure review and appropriate approval. Be the ongoing point of contact for collation of teams IT issue logs and rollout of new systems/technology to existing/new staff.
Act as central point to set up all interviews for vacancies.
Ensure adherence to people related activities for the Team Manager in accordance with HR policies and procedures i.e. Performance Appraisals, Mandatory Training, Leave of Absence, Colleague Development
Administration: The role holder will provide general administrative support including but not limited to; compiling agendas, circulate meeting papers, take and transcribe minutes and undertake any further follow-up procedures, transcribe DC&G meetings/correspondence/reports or other material which is frequently highly sensitive or confidential.
Management of team meeting schedule, agendas, coordinate content and own collation of papers.
Quality Control: Demonstrate an awareness and adherence to all regulatory requirements and confidentiality, following best practice processes and procedures.
Meetings / Events: The role holder will take responsibility for the arrangement of client meetings including logistics, and printing/binding/distribution of materials. On occasion, the TA may be asked to arrange larger meetings in locations outside the office, taking on the tasks of venue search, planning and logistics.
Team work: The successful applicant will have the ability to work as part of a close knit team and the wider Barclays community. A team player who is willing to assist colleagues and be flexible in their approach, it is key that the role holder has the ability to engage in teamwork with other Team Assistants.
Control Management: Manage and record filing for all paper business documentation in line with records management. Keep accurate records of holiday and sickness absence for Team Manager’s direct reports. Ensuring Travel and Expenses remain in-line with policy for the team.
Budget Management: Manage expenses, raise purchase orders for the Team Manager and team as necessary. Work with Team Manager and review the monthly budgets to ensuring oversight and awareness of individual team members spending.
Stakeholder Management (internal and external): The Personal Assistant will work closely with senior management and their teams across Barclays and be first point of contact for all queries from internal staff team members and external stakeholders.
Office/Location administration – engagement with CRES in regards to office facilities and maintain stationary across the team sites
Act as FPOC/host for influential customers on visits, provide hospitality as required and convey a professional image
Provide back-up support for other Team Assistants as and when required.
Essential Skills/Basic Qualifications:
⦁ Excellent TA skills and experience of supporting Senior Management up to Director level.
⦁ Possess outstanding literacy skills, both written and verbal, to communicate with peers and senior members of the team with attention to detail and accuracy.
⦁ High level of skill/competency in relevant IT packages e.g. Outlook, Word, PowerPoint, Excel.
⦁ Proven ability to multi-task – a highly productive, proactive/reactive individual with the ability to turn around tasks quickly
⦁ An individual that can comfortably use initiative where needed and communicate key administrative topics to team members, such as policies and best practise.
Desirable skills/Preferred Qualifications:
⦁ Planning and organising – Finds ways to get maximum benefit from scarce resources, juggling time, cost, quality and efficiency.
⦁ Problem solving/decision making – Goes beyond the obvious, gathers complex data to get to the heart of issues.
⦁ Collaborative – Involves diverse groups of people in seeking solutions and decision making.
⦁ Relationship/Partnership approach – Collaborates to create new ideas, efficiencies or improvements.
Barclays is a British universal bank. They are diversified by business, by different types of customers and clients, and by geography. Their 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 their service company which provides technology, operations and functional services across the Group.
We are an equal opportunity employer and we are opposed to discrimination on any grounds.
Dynamic working gives everyone at Barclays the opportunity to integrate professional and personal lives, if you have a need for flexibility then please discuss this with the hiring manager.
Everything Barclays does is shaped by the five values of Respect, Integrity, Service, Excellence and Stewardship. Their values inform the foundations of their relationships with customers, clients, employees and contractors.
Barclays aims to foster a culture where individuals of all backgrounds feel confident in being themselves, feel included and empowered to add value.
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.