Personal Assistant

Personal Assistant

Job Req ID: 35670

Posting Date: 2 Jul 2024

Function: Business Operations

Unit: Digital

Location:

One Braham (4140), London, United Kingdom

Salary: Competitive plus benefits

Why this Job matters

The pandemic has reshaped the way we work which has had an impact on how we support the BT leadership team. As an example, human touch and travel have significantly reduced as we shift to smart working, however, many other elements have grown, particularly with the use of digital technology to stay connected.

This is a unique opportunity to directly support our BT leaders in the day to day running of their offices, the PA will be required to: –

• Provide high quality secretarial and administrative support by running an efficient office focusing effort on achieving objectives.

• The diary can constitute as much as 80% of your workload, when supporting more than one Leader, and its paramount to connect regularly to build a strong partnership and understand workstyles and align on priorities to keep the flow of work going and ensure things happen at the right time, and in the right order.

• It is important in a changing and challenging environment to adapt and establish new ways of working, pioneering change by sharing and introducing collaboration applications to provide support and services, in the office and remotely, simplifying processes and communication using digital technology and applications to achieve results.

Diplomacy and discretion in keeping sensitive strategic, commercial and personnel matters – confidentiality and trust is paramount. Ability to work with minimum of instruction, anticipate needs and takes the initiative without being prompted are essential.

What you’ll be doing

Time Management and Meetings

• Accountable for managing and prioritising your Leaders diaries, ensuring most effective use of time, and creating adequate breaks, prep and task time.

• Able to filter and prioritise requests, solve conflicts and delegate where appropriate; creating a reference library of prioritisation and meetings that can be delegated.

• Integrate and synchronise personal commitments and actively seek these out for the full year.

• Instigate regular office meetings to plan ahead and discharge actions and tasks.

• Be creative in using the calendar and creating reminders for completing tasks; team leave and attendance; apologies sent for meeting; storing meeting papers; adding travel time and importantly keeping slots free so that another PA can see Outlook availability.

• Co-ordinate and manage every aspect of travel itinerary anticipating all needs, ensuring cost effectiveness and compliance.

• Works with content owners on coordinating and preparing meeting papers (at least 48hrs in advance) and builds in prep time where required.

• Sets the process for reading papers

• Strong at creating and edit agendas, slides, briefing papers.

• Develops processes to ensure urgent or timebound emails are dealt with and actions completed.

• Responds to routine emails and delegates as appropriate.

Stakeholder Management & Collaboration

• Develops great working relationships with stakeholders agreeing ways of working and regularly connecting to align on priorities

• Take responsibility for continuous learning and agreeing personal development.

• Develops and maintains internal and external relationships to improve impact across the business

• Creates a PA support network for providing holiday cover and seeks out opportunities to cover EA role.

• Offers advice when requested for a single decision, making recommendations for or against.

• Uses knowledge of best practice to collaborate with peers across the business in different ways.

• Co-ordinates all people calls/webcasts/events working with content owners on preparing agenda and material.

• Co-ordinate’s engagement & visibility plans including virtual.

Safety, Security, Ethics & Compliance – ensure compliance to BT processes and policy demonstrating financial awareness for business requests

Special Projects & Ad hoc – delivers administration tasks as requested, this may be, but not limited to: –

• Produces or edits on Word or Powerpoint

• Solves simple IT problems on behalf of the team.

• Responsible for onboarding of any new members of the team, creating a reusable guide to ensure the process is efficient.

• Attends meetings to take notes/actions

Skills Required for the role

• Recent experience as Personal Assistant is essential

• Develops knowledge and skills of new technologies and how they are used in BT.

• Stays up to date on digital technology and applications making time for training and seeking out best practice.

• Proficient in O365 and IT applications and setting up Teams channels for chats, meetings, and collaboration.

• Able to gain advanced knowledge and expert on internal systems and processes

About us

BT is part of BT Group, along with EE, Openreach, and Plusnet.

Millions of people rely on us every day to help them live their lives, power their businesses, and keep their public services running. We connect friends to family, clients to colleagues, people to possibilities. We keep the wheels of business spinning, and the emergency services responding.

We value diversity and celebrate difference. ‘We embed diversity and inclusion into everything that we do. It’s fundamental to our purpose: we connect for good.’

We all stick to the same values: Personal, Simple, and Brilliant. From day one, you’ll get stuck in to tough challenges, pitch in with ideas, make things happen. But you won’t be alone: we’ll be there with help and support, learning and development.

This is your chance to make a real difference to the world: to be part of the digital transformation of countless lives and businesses. Grab it.

A FEW POINTS TO NOTE:

Although these roles are listed as full-time, if you’re a job share partnership, work reduced hours, or any other way of working flexibly, please still get in touch.

DON’T MEET EVERY SINGLE REQUIREMENT?

Studies have shown that women and people who are disabled, LGBTQ+, neurodiverse or from ethnic minority backgrounds are less likely to apply for jobs unless they meet every single qualification and criteria. We’re committed to building a diverse, inclusive, and authentic workplace where everyone can be their best, so if you’re excited about this role but your past experience doesn’t align perfectly with every requirement on the Job Description, please apply anyway – you may just be the right candidate for this or other roles in our wider team.