Personal Assistant - Business Support

Reference Number - 78600

This Personal Assistant - Business Support will report to the Head of Customer Services & Innovation and will work within the executive support directorate based in our London or Ipswich office. You will be a permanent employee.

You will attract a salary of Circa £43,000.00 and a bonus of 7.5%. This role can also offer blended working after probationary period (6 months) - 3 days in the office and 2 remote

Close Date: 22/03/2024

We also provide the following additional benefits

• Annual Leave
• Personal Pension Plan - Personal contribution rates of 4% or 5% (UK Power Networks will make a corresponding contribution of 8% or 10%)
• Tenancy Loan Deposit scheme
• Tax efficient benefits: cycle to work scheme
• Season ticket loan
• Occupational Health support
• Switched On - scheme providing discount on hundreds of retailers products.
• Discounted access to sports and social clubs
• Employee Assistance Programme.

Be part of something powerful.

We are the UK's biggest electricity distributor delivering power to 8.4 million homes and businesses across London, the east and southeast of England. We keep the lights on across 29,250 square kilometres, serving 19 million people from Cromer in the east to Brighton on the south coast and London.

If you want to play a part in powering the lives of over 8.4 million homes, this is the place to be. We are a big business with a big responsibility, but we feel like a close-knit team. Join us, and we'll give you every opportunity to fulfil your potential and have a successful career, where you'll help us shape the future of the energy and utility industry.

Job Purpose:

You will manage the efficient provision of professional support services for the head of department and where required your direct senior management team. This will include secretarial, administrative, and at times business and project support responsibilities. The role may also require independent research or business specific activities and carrying out actions on behalf of the head of department or senior management team.

Principal Accountabilities:

• Provide secretarial, administrative and project support services to the Head of Department and your direct senior management team
• Manage calendar & inbox/email
• Prepare & edit presentations, including proof reading, and prepare meeting packs
• Manage incoming correspondence/enquires (mail/email/phone calls) and ensure distribution and prompt where actions/responses are needed
• Preparation and prioritisation of letters/documents
• Arrange travel involving the co-ordination of detailed travel schedules, itineraries, and all related travel requirements
• Responsibility for all incoming customer queries and complaints (letter or telephone), seeing them through to a written response or verbal resolution
• Develop professional working relationships with internal and external clients
• Raise purchase orders, payment requests and deal with expense claims, credit card reconciliations and other administrative tasks
• Attend management meetings, take notes and provide support
• Maintain a comprehensive filing system
• Where required support business activities associated with delivering our customer service and ED2 commitments

Nature and Scope:

You will work with the head of department and your senior management team on business as usual activities and bespoke project work. Develop an understanding of the head of and senior managers responsibilities and methods of operation to provide efficient support.

Person Specification:

Education / Qualifications

• Recognised Business Support or PA qualification preferred.

Training

• Excellent Microsoft Office skills, (including PowerPoint)
• Knowledge of SAP preferred.

Experience

• Experience working in a similar Business Support function
• Experience working in an operational role within a related complex and pressured environment
• Customer service skills in dealing with both internal and external customers through resolution of queries and complaints
• Experience of task prioritisation
• Planning and organising skills.
• Knowledge of the Utilities/Customer Service industry an advantage

Aptitude

• Good team worker with the drive and ability to work with others to achieve shared goals and improve the contribution of all members of the team
• Focus on problem resolution
• Ability to build good working relationships with colleagues and other teams within UK Power Networks, as well as with external partners
• Able to juggle multiple priorities
• The ability to maintain impartiality and demonstrate tact and discretion
• A willingness to undertake additional tasks and responsibilities as and when required.

Circumstances

• Flexible attitude to work
• Work flexible hours when required.

Health & Safety Responsibilities

Managers and supervisors carry both legal and company responsibilities for ensuring the health and safety of their employees, those under their control and those who might be affected by the work undertaken, i.e. public, visitors and employees of other organisations. This includes briefing individuals working for them and ensuring there is the necessary understanding, competence and application of requirements to work safely and without harming the environment.

Employees will ensure they understand the health and safety risks involved in their work activities and their responsibility to apply the controls needed to manage those risks to acceptable levels. Similarly where work activities can have an adverse impact upon the environment, and where there are legal requirements, employees will understand those impacts and the controls they must ensure are applied.

If in doubt ask!

We are committed to equal employment opportunity regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.