Job details
Job type full-time
Full job description
Our mission is to break down the barriers of today to release the potential of tomorrowJoin us today and release yours.
There are two things that we want to share with anyone considering joining us.
Firstly, we’ve got big ambitions for our colleagues and the future of the organisationThese include our vision that inclusion and accessibility drive every conversation we have and every decision we makeWe want our workforce to fully represent the communities and customers we serve, because a diverse business is a better businessWe value every colleague, their diversity and the contribution that they makeWhen we say you’re welcome at bt, we really mean it.
Secondly, the one thing the pandemic has taught us is that a lot of current and future colleagues, where and when possible, want to embrace hybrid workingTherefore, we are introducing smart working at btSmart working means having the flexibility to choose, as a team, how and where you work depending on your team’s deliverables and needs; when you are at your shared core location to connect with others and when notIt may not be for every role, and, as part of the recruitment process, you’ll have the chance to discuss smart working and how it might work for the job you are applying for.
About this role
The pandemic has reshaped the way we work which has had an impact on how we support the bt leadership teamAs 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 focussing 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 paramountAbility to work with minimum of instruction, anticipate needs and takes the initiative without being prompted are essential.
You`ll have the following responsibilities
Key responsibilities include:
Time management and meeting planning
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 (including venue bookings) anticipating all needs, ensuring cost effectiveness and compliance
Meeting preparation
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 (e.gStore in calendar, print, diary time).
Strong at using microsoft word and powerpoint as necessary to create and edit agendas, slides, briefing papers.
Prompts when overrunning / late for next meeting
Email screening
Develops processes to ensure urgent or timebound emails are dealt with and actions completed.
Responds to routine emails and delegates as appropriateRegularly scans and cleans up junk folders.
Stakeholder management & collaboration
Develops great working relationships with stakeholders agreeing ways of working and regularly connecting to align on priorities and build understanding.
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.
Communications / engagement
Co-ordinates all people calls/webcasts/events working with content owners on preparing agenda and material.
Co-ordinates engagement & visibility plans including virtual.
Technology
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.
Advanced knowledge and expert on internal systems and processes, i.e., room bookings, catering, finance, and travel
Primary point of contact / call management for the office and virtual officeScreens and filters calls and visitors acting as a gatekeeper
Safety, security, ethics & compliance – ensure compliance to bt processes and policy demonstrating financial awareness for business requests (pos, order desk, travel, a/l)
Special projects & ad hoc – delivers administration tasks as requested, this may be, but not limited to:-
Produces or edits microsoft word or powerpoint documents
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, endeavouring to chase and close these.
About bt
Bt has a key role in british society, fostering change and leading technology innovationFrom delivering the olympics, to supporting the emergency services, to investing more into research than any other uk technology company, we take pride in everything we do - and in the people who work here.
We`re now a global company operating at the forefront of the information age, employing 90,000 people in 180 countriesAnd we`re on a missionGuided by our core values of personal, simple and brilliant our goal is to help customers, communities and businesses overcome barriers and release their potential.
So, if you`re interested in the power of potential, why not join us today and release yours? you can read more here about what it`s like to work at bt
Apply Now
It`s easy to apply online; you just need a copy of your up-to-date cv and to follow the step-by step processDon`t worry if you need to make changes - you`ll have the opportunity to review and edit your work on the final pageWe look forward to receiving your application!
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