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Administrative Assistant

Undisclosed Company
Buckinghamshire, High Wycombe
Up to £13.33 per hour
Closing date
27 Jul 2022

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We have a fantastic opportunity to join the world's most broadly-based healthcare company supporting their business as an Administrative Assistant. This is a full time temporary role working Monday to Friday based on their prestigious site in High Wycombe, working 37 hours per week paying £13.33 per hour. Please note this role is currently working 3 days in the office and 2 days at home this role will become full time in the office.

The Assistant role will be responsible for the administrative support of the GCO Local Teams. Administrative support is further defined in the primary activities highlighted below. In addition, a variety of other day-to-day activities may be requested in support of the broader GD and GCO team members. Will respond to moderately complex inquiries/questions/requests from all levels of staff.

Principal Responsibilities:

  • Manage calendars on an ad-hoc basis as requested
  • Coordinate all travel arrangements as needed & process expense reports on time.
  • Provide logistical support for departmental meetings, both large and small, on and off-site, in-person and virtual.
  • Support local office logistics; coordinate site visits, office space, check-in and escorting of guests, etc.
  • Interact with various levels of local teams on a day-to-day basis, handling confidential documents and materials.
  • Coordinates contracts, agreements and purchase orders
  • Serves as GCO Beacon Time Administrator and 1-Supply Coordinator
  • Support local office logistics: coordinate site visits, office space, check-in and escorting of guests, etc...
  • Support the on- and offboarding process for new hires and or contractors, including transfers from other departments or FLEX providers
  • Provide system support, including data entry, reconciliation, and clean-up/correction, report generation, and technical support, etc.
  • Manage SharePoint, document warehouses, and archiving technologies including document upload, development of sub-sites, provide links, general organization and structure
  • Support team projects, initiatives, working groups, and Subject Matter Expert teams
  • Organize confidential files, manage relevant data, and maintain accurate records.
  • Stays up to date on the developments within their own area of expertise and takes ownership of their own development and training plan

  • Principal Relationships:

    Internal contacts

    Has daily contact with the hierarchy, colleagues and employees mainly of their own local teams and other departments local or global on a more ad-hoc basis with regard to the administrative and logistic support and coordination, the management of files, the answering of questions and the exchange of information

    External contacts

    Has daily contact with visitors of the department and other contacts of the hierarchy, colleagues and employees of the department

    Has regular contact with business partners, stakeholders, … of the department(s) or in order to answer questions follow up on services and orders, ….

    Education and Experience Requirements:

    Knowledge and complexity

    • Knowledge level Bachelor or equivalent through experience
    • Some experience is required
    • Knowledge of the processes, procedures and systems of the department and organization
    • Knowledge of contract administration
    • Knowledge of Office applications and organization specific software
    • Knowledge of the field of expertise of one or more departments/services
    • Insight in and knowledge of the operation of the business
    • Knowledge of the internal and external legislation and regulations
    • Knowledge of the structure, culture and networks of the organization
    • Knowledge of English (oral and written)

    Problem solving and autonomy

    • Accomplishing tasks with the necessary attention to detail and offering effective support within the agreed deadlines and according to agreed / set guidelines
    • Being able to autonomously and proactively contribute to the optimization of processes or procedures within the department(s)
    • Being able to develop a strong expertise in the administrative systems, processes and activities in order to be broadly deployable in the different administrative activities, domains and processes
    • Acquiring a broader insight in the concerned business and in basic analysis
    • Taking the necessary initiatives that contribute to the well-functioning of the department(s)
    • Being able to assertively adopt a position regarding the correct prioritization of tasks
    • Being able to discreetly handle information, to correctly word written messages and to tactfully communicate with internal and external parties
    • Acts autonomously when taking decisions on prioritizing their own tasks within general guidelines
    • Applies the company guidelines and the applicable procedures and/or regulations

    Consults with the supervisor in case of doubts or questions concerning their assignments and for the validation of budgets and sensitive communications

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