Administrative Assistant - Ealing, United Kingdom - Reed Business Support

Reed Business Support
Reed Business Support
Verified Company
Ealing, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

The main purpose of the job is to provide administrative support to the IT Management Team to ensure the smooth running of the IT Services department.

To provide additional support to the CIO in fulfilling their role.


Key Duties:


  • Coordinate meetings for, produce agendas, take notes and produce minutes, especially for IT Services standing groups and meetings
  • Support the delivery of projects by coordinating the collection of project highlight reports and the production of a project status reports.
  • Maintain the IT Services document repository (SharePoint) ensuring permissions are accurate and maintained, that retention schedules are followed (i.e. the archive and deletion of old documents) and that IT Services staff have easy access to key controldocuments and processes.
  • Support the CIO and other members of the IT Management Team, particular in arranging internal and external meetings, engagement with suppliers and in prioritising tasks and activities.
  • To support the recording and tracking of actions stemming from IT Services meetings and groups, using the appropriate functionality within Microsoft 365 (e.g. Planner, Tasks etc.).
  • To work with the Customer Experience Manager and IT Training Officer to collate and produce training and marketing material as necessary.
  • Assist the IT Management Team and HR Partner in the maintenance and support of HR matters, such as producing recruitment packs, arranging interviews, the onboarding of new IT Services staff and the successful completion of annual appraisals.
  • Assist the IT Management Team and Finance Manager in the monitoring of procurement and financial data.
  • Oversee the management of staff annual leave requests, expense claims and approvals for training and staff development as delegated by the IT Management Team.
  • Centrally manage travel needs in accordance policy.
  • Assist in the development and maintenance of the IT Services website(s), including the publicfacing pages, the intranet, the support pages, and any other blogs or wikis.
  • Occasionally deliver training and staff development presentations.

Experience Required:


  • Accurate Diary management,
  • Taking minutes, preparing agendas and papers.
  • Comfortable working full time in a large open plan office in an IT department.
  • Very adaptable as priorities change at short notice
  • Able to build strong relationships quickly
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