Personal Assistant to Head of Bids & Tendering

Personal Assistant to Head of Bids & Tendering Role Definition PA support for the Head of Bids & Tendering and the Bids & Tendering leadership team as required. Specific Skills/Tasks Proactive diary management, setting up meetings and visits (collaborating closely with key PAs in other departments as required), pre-empting and resolving issues independently to ensure a smooth day-to-day for the Head of Bids & Tendering Organise bid meetings, collaborating closely with Exec / SMO PAs to ensure necessary attendance Schedule Bid approval meetings and coordinate preparation of required documentation, ensuring necessary quality achieved every time Take meeting minutes and actions as required Review incoming emails, prioritise and highlight to Head of Bids & Tendering, or action independently where appropriate Manage expenses and other approvals as delegated by the Head of Bids & Tendering Professionally expedite delegated actions from Head of Bids & Tendering Support Bids & Tendering leadership team as required Manage new starter and induction process on behalf of Head of Bids & Tendering and their leadership team, incl. liaising with Resourcing, HR and IT Update department org charts as required Raise purchase orders for department cost centre Manage monthly Team Brief and Bid Team Update process, incl. organisation of guest speakers Facilities management for the Chippenham ST&BD team and wider Bids & Tendering function, incl. organising IT Establish good working relationships with key internal and external PAs / Administrators Holiday / sickness cover for other ST&BD admin staff Travel booking, including accommodation, transport, currency Organise periodic functional events (e.g. annual conference) and training courses Support contract approvals ensuring appropriate authorisations are in place Format bid submissions and other documents Support the production of PQQs as required Administer departmental SharePoint sites Competencies PA / Secretarial experience (minimum 3 years) Good interpersonal skills and collaborative approach a team player Proactive and able to operate on own initiative with minimal supervision Highly organised and deadline driven, professional working style Able to work with complete confidentiality Office 365, particularly proficient in Outlook, Word and PowerPoint. Experience with SharePoint, preferably advanced level TPBN1_UKTJ