Job Ref: 215853939

Date: 2022-02-18 16:21:33

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We have a fantastic opportunity to join the world's most broadly-based healthcare company supporting their business as a Senior Administrator. 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 £16.79 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 role:

The GCO Administrative Assistant is responsible for the administrative support of the GCO global 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.

The Management Assistant will respond to complex inquiries/questions/requests from all levels of staff.

Principal Responsibilities:

Manage complex business calendar with a keen sense of prioritization & time management on a daily basis.
Coordinate all travel arrangements as needed & process expense reports on time.
Coordinate team/departmental meetings and related activities, both large and small, on and off-site, in-person and virtual.
Interact with various levels of management on a day-to-day basis, handling confidential documents and materials.
Exercise independent discretion and judgment to solve complex problems regarding project, department or division-related work.
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…
Coordinates the on/offboarding process for new staff, contractors and FLEX providers, including Distribution List maintenance.
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 team
Provide presentations/distribute communications; including slide/mailing development/formatting, presenting relevant administrative information,…
Support metrics capture, development, reporting, and visualization.
Organize confidential files, manage relevant data, and maintain accurate records.
Leads and/or supports key departmental or organizational business support projects
Actively participate in cross departmental projects & taking a coordinating role.
Facilitation of project/team meetings; including slide development/formatting, requesting & consolidating topics, minute/action keeping & subsequent follow-up, etc..
Collect & consolidate management data/reports for the business, to track performance against goals and corporate strategy.
Assist in meeting preparations and follow-up on actions, includes: slide development/formatting, requesting and consolidating topics, minute/action keeping and subsequent follow-up, coordinating logistics, arranging internal/external speakers, attending the meetings, etc…
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 of their own local teams and other departments local or global 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
Mininum of 5 years experience
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

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