• Title
    Personal Assistant
    Requisition ID
    2019-34616
    Work Location
    GB-Cheshire-Warrington
    Department / Discipline
    Business Admin / PA / Secretarial
    Position Type
    Staff / Permanent
  • Overview / Responsibilities

    Wood’s nuclear business supports customers in the energy generation, new build, decommissioning and defence sectors.

     

    Our nuclear business has offices in Knutsford and Birchwood in Cheshire, Gloucester, Dorchester, Harwell, Glasgow, Newcastle, Bristol, Cumbria, Reading and London. We also have a strong international presence to support our growing operations in France, Slovakia, Czech Republic, Poland, South Africa and Japan.

     

    Wood is recruiting a personal assistant to join the team at Birchwood. 

     

    Purpose of the Role

    • To provide an efficient secretarial and administrative support to the relevant VP/Director (and their leadership team), to help maximise their available time spent on value adding activities in the Consultancy & Defence Operating Unit. Facilitate the smooth running of the Leadership Team.
    • This role will be full time, but will cover two roles on a part-time basis.  Monday & Tuesday supporting the VP of Consultancy & Defence and the Key Account Director with handover day on a Wednesday and Thursday to Friday to provide support to two Operations Directors who report into the Vice President.

    Key Responsibilities 

    • Providing executive support to more than one VP/ Operation Director. This includes the ability to develop a working relationship with each VP/Director (even though they may be in the office infrequently) to understand the support requirements of their role and their personal preferences in how they want to work. Effective and proactive diary and travel management. The multiple demands on the VP/Director's time often means frequent conflicts and meetings, travel arrangements etc having to be changed at short notice. The PA must have a constant view of each Director's diary and make decisions as conflicts arise.
    • Administration support for meetings including: writing and issuing agendas in a timely manner (obtaining agenda items from the meeting participants, planning meeting time slots and ensure inputs prior to the meeting). Attending meetings to take minutes recording and managing the progress of actions and other outputs,
    • Pro-active management of the VP/Directors email, responding where possible without recourse to the VP/Director (e.g. questions re availability, emails that require forwarding to more appropriate recipients, forwarding to direct reports for dissemination of information), flagging urgent requests that need attention that day, flagging time bound requests that aren't urgent, managing 'for information' items and removing unnecessary items.
    • Effective at managing communication with external parties, usually clients or partner organisations but also government organisations, suppliers etc. in the UK and abroad. This will require attention to detail ensuring information is appropriately received from or given to the external party e.g. the tone and style of the communication will often be very important.
    • Good understanding of internal communication requirements within the Business area.
    • Provide secretarial support to client visitors if required and support site visits.
    • Create and maintain efficient record and filing systems to support efficient operation of the office, including writing administration processes and support to project filing requirements where required.
    • Responsibility for ensuring approval process for expenses/purchase orders and timesheets is carried out effectively and within the requested timescales. Working with the Timesheet Administrator assist with the connection process for business codes in the time booking system
    • Ensure appropriate cover is arranged in periods of absence
    • Operate with appropriate discretion on commercially or staff-related sensitive issues and provide feedback to VP/Director

    Skills / Qualifications

    • Experience of working remotely with Directors using a variety of communication tools e.g. telephone, skype, email etc.
    • Sound secretarial skills including experience of providing effective administrative support to meetings and good note taking skills.
    • Good operating knowledge of standard IT packages (e.g. Microsoft Office, PowerPoint, Outlook)
    • Knowledge of relevant Wood internal systems and procedures (e.g. expense and travel forms, meeting arrangements)
    • Aware of and complies with the requirements of the relevant Quality Procedures and standards (e.g. control of correspondence/documents, document formats)
    • Understanding the need for the confidentiality aspect as part of the job
    • Understands the business context and helps contribute to its success
    • Seeks to improve quality and efficiency of own work
    • Understands the role of other staff in the Business to ensure client’s queries are correctly directed
    • Conveys an efficient and cost-effective service to visiting clients
    • Looks for improvements to processes to increase efficiency
    • Remove as many routine administrative burdens as practical from VP/Director to enable them to concentrate on value adding business issues
    • Aware of and complies with company ethics anQA procedures and standards relevant to own work
    • Is able to prioritise, plan and carry out effectively a number of diverse tasks
    • Uses initiative to deal with non‑routine enquiries within range of competence
    • Screens all incoming correspondence to ensure urgent documents are brought to the attention of the VP/Director promptly
    • Assesses incoming phone calls and identify best course of action (transfer to another Team member, take a message to return call later or contact the VP/Director to return the call immediately)
    • Identifies when potential conflicts are arising within Business area, brings these to the attention of the VP/ Director, and assists with their resolution.
    • Is able to prioritise, plan and carry out effectively (and delegate as appropriate) work on a number of diverse projects to ensure all requests for work are completed to required timescales
    • Able to respond to changing requirements and ensure those that need to be informed are informed in a timely manner.
    • Effective and pro-active diary management, to help achieve most efficient use of time and ensures VP/Director is aware of forthcoming meetings.
    • Organise effective cover for holidays
    • Create and maintain efficient record and filing systems to support efficient operation of the office
    • Organise UK and foreign travel arrangements for VP/Director/ and other team members as required.
    • Responsible for ensuring approval process of timesheets/expenses and purchase orders is carried out efficiently and within deadline.
    • Ability to communicate clearly and effectively with all levels of staff in Wood and client’s organisation
    • Provides an efficient interface for the VP/Director to help him achieve priorities
    • In the absence of other staff, deals effectively with internal and external phone calls and correspondence, redirecting to other staff as appropriate
    • Able to establish a good working relationship with Executive PA’s/PA’s internally and externally
    • Is flexible and co‑operative
    • Maintains good professional working relationships with other Wood staff
    • Provides assistance/support to other staff members as required
    • Provides or ensures appropriate cover is in place for personal holidays Is able to share workload and cover for other staff doing a similar role during holidays and periods of absence
    • Reliable, trustworthy, fair and treats other with respect

    What do you get?

    As well as exciting roles on projects in the UK and abroad; in a supportive and professional work environment, these are some of the additional benefits you can expect at Wood:

    For you:

    • A competitive reward package
    • Work life balance – We offer flexible working; we have core and flex hours in all our permanent office locations.
    • Family friendly benefits – maternity, paternity, adoption and parental leave.
    • International opportunities - As an 60,000 strong community of colleagues operating in 60 counties you will have access to international career opportunities.
    • For your peace of mind we offer life insurance benefit on top of a contributory pension scheme, as well as income protection and life assurance benefit.
    • To support you throughout your career you will have access to an Employee Assistance programme, which can offer anything from financial advice to mental health support and counselling sessions.

     

    For our communities:

    • We give back to our communities, we have a matched funding community investment programme.  In our global business our people are showing commitment and courage to care for the communities we operate in. You can do this by supporting causes and raising funds for charities that are important to you, your colleagues and your local area.

    Company Overview

    Wood is a global leader in the delivery of project, engineering and technical services to energy and industrial markets. We operate in more than 60 countries, employing around 60,000 people, with revenues of over $10 billion.  We provide performance-driven solutions throughout the asset life cycle, from concept to decommissioning across a broad range of industrial markets, including the upstream, midstream and downstream oil & gas, power & process, environment and infrastructure, clean energy, mining, nuclear, and general industrial sectors.  www.woodplc.com  

     

    Diversity Statement

    We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.

     

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