PA - Home Department
Next
- Leicestershire
- 22,000-23,999 per annum
- March 22, 2019
- Permanent
About the Job:
Contract
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To provide an efficient and highly confidential PA/Secretarial support to the Senior Management Team of the Homeware division enabling them to carry out their role effectively and provide an effective administrative service as part of the Home Secretarial Team.
Responsibilities
Diary Management
Extensive diary management for members of G1 Senior Management team.
Complete co-ordination and distribution of the departmental 'Critical Path' (a calendar consisting of essential product meetings, deadlines, events, etc), including regular liaison with the Managers regarding the proposed schedules for each discipline.
Liaise with stores and regional offices to organise Home specific events e.g. Product
Surgery and follow through co-ordination of the event in house.
Effective use of reminders/bring forward system to ensure Manager is prepared for meetings.
The ability to predict and manage the diaries pro-actively and without supervision.
Travel
Organising extensive worldwide travel arrangements for the Managers. Contacting the relevant suppliers in the countries that are being visited and discussing/confirming the proposed itineraries.
Completing UK and foreign expenses on behalf of Managers.
Consider and prepare for trips covering all eventualities including currency, transport etc. for own Managers.
Organise the appropriate paperwork for Visa’s if required.
Compile all travel documentation and relevant information on behalf of travellers.
Pre-book hotel rooms for trade fairs and co-ordinate group flights where necessary.
Administration Accountabilities
To maintain an accurate seasonal filing system in conjunction with the G1 Managers requirements.
Act as liaison between Legal and Home on naming conventions and legal searches as well as updates on infringements and prosecutions.
Organisation and booking of temporary staff as and when required to include the completion of our HR system and relevant paperwork.
Collection and distribution of post for your specific G1 Managers, including opening and answering where appropriate on behalf of your Managers.
Co-ordination of department post rota. Oversee trainee post inductions and maintain standards of pigeon holes etc.
Ensuring accurate and detailed telephone messages are taken and calls vetted where appropriate.
Managing and maintaining the general housekeeping within your area.
Completion of absence management system on a weekly basis.
Maintenance and circulation of departmental structure chart.
Collation and circulation of weekly bulletin/Store net memos.
Purchasing or department stationery and business cards.
Organisation of Trainee’s post rota and duties.
Administration of new starters within the department.
Christmas and Easter holiday chart collation and sign off.
Organisation of meetings, production of minutes, typing of daily correspondence, reports and presentations, including many documents of a confidential nature, using Microsoft Word, Excel, Powerpoint and Outlook
Responsibilities
Diary Management
Extensive diary management for members of G1 Senior Management team.
Complete co-ordination and distribution of the departmental 'Critical Path' (a calendar consisting of essential product meetings, deadlines, events, etc), including regular liaison with the Managers regarding the proposed schedules for each discipline.
Liaise with stores and regional offices to organise Home specific events e.g. Product
Surgery and follow through co-ordination of the event in house.
Effective use of reminders/bring forward system to ensure Manager is prepared for meetings.
The ability to predict and manage the diaries pro-actively and without supervision.
Travel
Organising extensive worldwide travel arrangements for the Managers. Contacting the relevant suppliers in the countries that are being visited and discussing/confirming the proposed itineraries.
Completing UK and foreign expenses on behalf of Managers.
Consider and prepare for trips covering all eventualities including currency, transport etc. for own Managers.
Organise the appropriate paperwork for Visa’s if required.
Compile all travel documentation and relevant information on behalf of travellers.
Pre-book hotel rooms for trade fairs and co-ordinate group flights where necessary.
Administration Accountabilities
To maintain an accurate seasonal filing system in conjunction with the G1 Managers requirements.
Act as liaison between Legal and Home on naming conventions and legal searches as well as updates on infringements and prosecutions.
Organisation and booking of temporary staff as and when required to include the completion of our HR system and relevant paperwork.
Collection and distribution of post for your specific G1 Managers, including opening and answering where appropriate on behalf of your Managers.
Co-ordination of department post rota. Oversee trainee post inductions and maintain standards of pigeon holes etc.
Ensuring accurate and detailed telephone messages are taken and calls vetted where appropriate.
Managing and maintaining the general housekeeping within your area.
Completion of absence management system on a weekly basis.
Maintenance and circulation of departmental structure chart.
Collation and circulation of weekly bulletin/Store net memos.
Purchasing or department stationery and business cards.
Organisation of Trainee’s post rota and duties.
Administration of new starters within the department.
Christmas and Easter holiday chart collation and sign off.
Organisation of meetings, production of minutes, typing of daily correspondence, reports and presentations, including many documents of a confidential nature, using Microsoft Word, Excel, Powerpoint and Outlook
Budgets
Coding invoices on Managers behalf or ensuring that they are coded correctly by the appropriate Grade 2's, once they are returned.
Checking of Home cost centre reports on a monthly basis feeding back any discrepancies to Finance.
Coding invoices on Managers behalf or ensuring that they are coded correctly by the appropriate Grade 2's, once they are returned.
Checking of Home cost centre reports on a monthly basis feeding back any discrepancies to Finance.
Other
Deputise for Director’s PA where necessary, attending Trade Meetings etc. taking and circulating actions. Covering and supporting Directors PA/G1 PA assisting them when necessary.
Assistance with the general maintenance of the Home department.
Assistance with adhoc personal duties for G1 managers.
Support with seasonal departmental events.
Deputise for Director’s PA where necessary, attending Trade Meetings etc. taking and circulating actions. Covering and supporting Directors PA/G1 PA assisting them when necessary.
Assistance with the general maintenance of the Home department.
Assistance with adhoc personal duties for G1 managers.
Support with seasonal departmental events.
Criteria
Key Competencies
Attention to Detail – Ensures that all documentation and data is accurate. Following necessary procedures to ensure errors are minimised.
Attention to Detail – Ensures that all documentation and data is accurate. Following necessary procedures to ensure errors are minimised.
Planning & Organising – Able to develop clear, effective and logical approaches to work.
Influence and Persuasion - Persuades others to support own views through effective communication, making use of relationships to deliver great results.
Communication - Demonstrates effective exchange of information to raise the level of mutual understanding between individuals.
Relationship Building - Able to establish and manage relationships for the long term benefit of the organisation.
Key Skills
Extensive knowledge of electronic diary management through Microsoft Outlook is essential
Key Skills
Extensive knowledge of electronic diary management through Microsoft Outlook is essential
Strong PC skills particularly Microsoft Office
High levels of confidentiality, tact and diplomacy
Experience of working at Senior Manager/Director level
Ability to work under pressure in a fast paced environment
Benefits
- Bonus Scheme
- Pension Scheme
- ShareSave Scheme
- Life Assurance
- Childcare Vouchers
- Staff Discount
- On-site Nursery
About Next
You know Next, but did you know we’re a FTSE-100 retail company employing over 43,000 people across the UK and Ireland. We’re the UK’s 2nd largest fashion retailer and for Kidswear we’re the market leader. At the last count we have over 540 stores, plus the Next Directory and it’s now possible to buy on-line from over 70 countries around the world! So we’ve gone global!
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