Personal Assistant to Head of Bids & Tendering

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 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