PA / Administrative Support

Location: Gloucester Business Park
Rate: £23.05 per hour
Hours: Monday to Friday, 37.5 hours per week

Position Purpose

To provide proactive, high-quality organisational and administrative support to the Operational Support Director and Head of Fleet Improvement Programmes, enabling them to operate efficiently and effectively.

The role provides a professional and confidential interface between senior leaders, their directorates, the wider business, and external stakeholders. The postholder will handle sensitive information, work to tight deadlines, and ensure the smooth flow of work across Operational Fleet Management.

Principal Accountabilities & Responsibilities

Preparation & Organisation

Ensure the Director and Head of Function are fully prepared for meetings, workshops, and events by providing relevant information and documentation.
Manage diaries, schedule appointments, and make arrangements for meetings, conferences, and travel.
Organise, maintain, and update highly confidential correspondence and records, following up on outstanding actions.
Prepare special reports by gathering, analysing, and summarising data.
Draft and produce complex correspondence, reports, and presentations.
Attend meetings when required and circulate notes and action logs as appropriate.

Financial Administration

Monitor budgets and contracts.
Raise and approve requisitions within delegated authority limits.

Monitoring, Management & Reporting

Monitor departmental time recording and ensure compliance with the Working Time Directive.
Undertake spend monitoring and ensure financial matching is completed accurately and on time.

Communication

Act as a key point of contact, communicating instructions and priorities to internal teams and other departments.
Liaise with Directors and Senior Managers to obtain information and initiate follow-up actions as required.
Disseminate all-staff communications.
Manage external and sensitive telephone calls on behalf of senior managers.
Use excellent written and verbal English skills daily to produce clear, professional communications.
Exercise delegated authority to ensure actions are completed on behalf of the Director and Head of Function.

Resolution of Issues

Liaise with departmental staff, managers, and other PAs across Fleet functions to resolve issues related to scheduling, reporting, prioritisation, and resource conflicts.

Mentoring & Support

Act as a mentor and coach where required.
Provide training and ongoing support to colleagues on company systems within areas of expertise.

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