SUMMARY: ROLE AND TEAM

We have an opportunity for a PA to join our HR team and to provide secretarial and project support to the HR Leadership team and on an ad-hoc basis, provide support on meetings and projects to the Senior HR Programme Manager; the Senior HR Managers and the wider HR team.

This is a busy role, but you will have the opportunity to learn, take part and contribute during your day-to-day duties and work.

Duties will include:

• Diary management
• Arranging department meetings
• Taking minutes and actions
• Preparation of agendas and documentation
• Expenses
• Some project management work
• Administration duties, e.g. updating organisation charts, updating distribution lists
• Assisting with team events including HR Away Days

Support to wider Business Support: this will include holiday and other absence cover for the HR Senior PA to the Head of People.

Whilst based at one of our regional offices, ad hoc travel to our Baker Street office will be beneficial.

RESPONSIBILITIES

Diary Management for HR Leadership Team
Maintains diaries on a daily basis and will look ahead to check all required resources are booked and that there is visibility of relevant data on diary entries.Arranges and co-ordinates meetings, liaises with delegates, books meeting rooms and arranges refreshments and equipment as required. Ensures that sufficient time is allotted for travel when processing meeting requests.Always aware of team members’ whereabouts and able to advise in this regard as required.

Email Management for HR Leadership Team

Some email management may be required.

Document production and management
Assists with the production of documents and presentations.Consistently produces work of a high standard that rarely requires correction and has a reputation for delivering quality work.Understands the brand and CVI rules and checks that all documentation produced is compliant.Acts as a brand champion in relation to documents produced by others and challenges if not compliant.

Filing
Manages filing to the HR SharePoint efficiently by dealing with it as it arises.

Administration duties

Collating agenda items for the fortnightly HR team calls, issuing the agenda and reminder for the calls.

Collating topics for and scheduling the HR Lunch & Learns.Recording the Lunch & Learns and posting the recording and slides to SharePoint.

Ensuring records and documents are kept up to date, for example reviewing and keeping the HR email distribution list up to date, reviewing reports and ensuring the HR Sharepoint files and folders are up to date.

Collect, review and submit expenses for the Head of People and the Directors.

HR Inductions/Events/Team Events/Away Days

Supporting inductions and events for example Early in Career inductions, Network events and HR Away Days.

Projects

Supporting the Senior HR Programme Manager with various HR projects on an ad-hoc basis, for example checking and updating Insite articles.

Supporting HR areas: Wellbeing; CSR/Citizenship; Equality, Diversity and Inclusion.

Cover annual leave for the HR Senior PA to the Head of People.

TECHNICAL KNOWLEDGE

• Previous experience of providing secretarial services
• Intermediate/Advanced Word, Excel, PowerPoint, Teams and Outlook
• Workday
• Typing speed minimum 50-60 wpm
• Strong command of spelling, punctuation and grammar

PERSONAL QUALITIES

• Adept at managing multiple tasks whilst keeping track of own workload using a ‘to do’ list or similar.Will deal with competing requests in a confident and mature manner, weighing up urgency and deadlines to decide on priorities. Advises manager when they can expect their work if unable to process promptly.
• When faced with a new challenge will demonstrate a ‘can-do’ attitude and use initiative to work out the best way to do it, referring to Insite and colleagues to identify efficient solutions. Shares ideas around efficiency and innovation.
• Has a flexible approach, is adaptable and proactive.Is a team player willing to make a contribution to the wider team.Advises colleagues when you have spare capacity to help and or when you are in need of support.Mutually supportive of others and willing to help in different departments as required.
• Is receptive to new ideas and remains focused during times of change and promotes change amongst team by own behaviour.
• Presents a professional appearance and attitude at all times.
• Discreet when handling confidential information.
• Is confident with communication.Recognises that different people require different approaches and adjusts style appropriately.

You’ll be able to be yourself; we’ll recognise and value you for who you are and celebrate and reward your contributions to our business. We’re committed to agile working, and we offer everyone the opportunity to work in ways that suit them, their teams, and the task at hand.

At BDO, we’ll help you achieve your personal goals and career ambitions, and we have programmes, resources, and frameworks that provide clarity and structure around career development.

We’re in it together

Mutual support and respect is one of BDO’s core values and we’re proud of our distinctive, people-centred culture.  From informal success conversations to formal mentoring and coaching, we’ll support you at every stage in your career, whatever your personal and professional needs.

Our agile working framework helps us stay connected, bringing teams together where and when it counts so they can share ideas and help one another.  At BDO, you’ll always have access to the people and resources you need to do your best work.

We know that collaboration is the key to creating value and satisfying experiences at work, so we’ve invested in state-of-the-art collaboration spaces in our offices.  BDO’s people represent a wealth of knowledge and expertise, and we’ll encourage you to build your network, work alongside others, and share your skills and experiences.  With a range of multidisciplinary events and dedicated resources, you’ll never stop learning at BDO.

We’re looking forward to the future

At BDO, we help entrepreneurial businesses to succeed, fuelling the UK economy. Our success is powered by our people, which is why we’re always finding new ways to invest in you. Across the UK thousands of unique minds continue to come together to help companies we work with to achieve their ambitions.

We’ve got a clear purpose, and we’re confident in our future, because we’re adapting and evolving to build on our strengths, ensuring we continue to find the right combination of global reach, integrity and expertise. We shape the future together with openness and clarity, because we believe in empowering people to think creatively about how we can do things better.

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