Back to search
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 Chippenham ST&BD 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 ST&BD 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 – 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
