Personal Assistant to Head of Bids & Tendering

placeChippenham calendar_month18/10/2024

Personal Assistant to Head of Bids Tendering
Role Definition
PA support for the Head of Bids Tendering and the Bids Tendering leadership team as required
Specific Skills Tasks

Proactive diary management setting up meetings and visits (collaborating closely with key PAs in other departments as required) pre-empting and resolving issues independently to ensure a smooth day-to-day for the Head of Bids Tendering
Organise bid meetings collaborating closely with Exec SMO PAs to ensure necessary attendance
Schedule Bid approval meetings and coordinate preparation of required documentation ensuring necessary quality achieved every time
Take meeting minutes and actions as required
Review incoming emails prioritise and highlight to Head of Bids Tendering or action independently where appropriate
Manage expenses and other approvals as delegated by the Head of Bids Tendering
Professionally expedite delegated actions from Head of Bids Tendering
Support Bids Tendering leadership team as required
Manage new starter and induction process on behalf of Head of Bids Tendering and their leadership team incl liaising with Resourcing HR and IT
Update department org charts as required
Raise purchase orders for department cost centre
Manage monthly Team Brief and Bid Team Update process incl organisation of guest speakers
Facilities management for the team and wider Bids Tendering function incl organising IT
Establish good working relationships with key internal and external PAs Administrators
Holiday sickness cover for other admin staff
Travel booking including accommodation transport currency
Organise periodic functional events (e g annual conference) and training courses
Support contract approvals ensuring appropriate authorisations are in place Format bid submissions and other documents
Support the production of PQQs as required
Administer departmental SharePoint sites

Competencies

PA Secretarial experience (minimum 3 years)
Good interpersonal skills and collaborative approach &ndash a team player
Proactive and able to operate on own initiative with minimal supervision
Highly organised and deadline driven professional working style
Able to work with complete confidentiality
Office 365 particularly proficient in Outlook Word and PowerPoint
Experience with SharePoint preferably advanced level

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