Description
Commercial Officer/Contracts Administrator
Key Skills & Requirements
- Knowledge of e-sourcing
- Central Government experience
- Desirable: Contracts Administration experience
- Desirable: Experience of working within the Civil Service at this level
- At least two years experience of providing Director/Deputy Director level support within a complex organisation
- Line Management experience
- Excellent interpersonal skills
- Exceptional organisational skills and the ability to multitask
- Excellent oral and written communication skills
- Be highly numerate
- Well developed Microsoft Office skills, including advanced level skills in MS Outlook, Word and Powerpoint, and at least an intermediate level knowledge of Microsoft Excel.
- The ability to learn company-specific software if required
- Flexibility and adaptability
- Tact and diplomacy
- The ability to work under pressure and to tight deadlines
- The ability to be proactive and work on your own initiative
- Honesty and reliability
- Attention to detail
- Discretion and an understanding of confidentiality issues
- The ability to remain calm under pressure and to think on their feet in a crisis.
- The type of person who can adapt quickly to change Desirable
- Shorthand
Job Role
- Job Title: Executive Personal Assistant
- Based in Inner London: Marsham Street
- Security Clearance Level Required: 3. CTC - Counter Terrorism Check
Job Description
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Supporting the Sourcing and Category Leadership teams to develop and maintain a pipeline of opportunities and known sourcing activity
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Support development of the team SDM to deliver the relevant aspects of the Commercial Directorate Business strategy and maximise VFM
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Provide support to Senior/Sourcing Specialist, teams and support compilation of the following:
- Provides the full range of executive personal assistant, administrative and secretarial support to the Director including ensuring an appropriate balance of support is provided;
- correspondence and email management
- diary management
- undertake compliance checks and due diligence
- meeting arrangements and event management
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Provision of administrative duties, general office cover for telephones, hosting visitors
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Work in partnership with legal and other specialist resources
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Co-ordinate and support business level reporting, dashboards and key metrics
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Support the development, maintenance and operation of standard sourcing policies, processes and systems and contributing to continuous improvement
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Develops comprehensive working procedures within the office, including establishing and maintaining office filing systems, management of office moves and desk allocation; ensures that processes and procedures are adhered to. Ensures activity is redirected to wherever appropriate.
- Produces minutes/a record of meetings as requested by the Director, communicates outcomes and ensures that follow up action is taken.
- Acts appropriately and independently as the situation requires with a wide range of internal and external stakeholders, understands the confidential nature of the role. Builds relationships with other business areas through personal contacts and through gaining a reputation for high quality of work and dependability. Works with the rest of the Directorate team to ensure effective delivery of work, including providing cross-cover support.
- Ensures that the Director is fully prepared for all activities undertaken in the course of their day to day activities, including writing, commissioning, co-coordinating and quality assuring briefings as necessary. Provides a conduit between the Director, staff and external stakeholders.
- Ensures that appropriate processes are in place to ensure that the day to day administrative requirements such as expenses, travel and accommodation bookings and all appointments are managed effectively.
- Prepares papers and presentations as directed.Liaison/co-ordination and monitoring of requests as they arise within and for the Directorate; prioritises tasks/activities and interactions; pro-actively manages the Directors diary to reflect work priorities and key objectives.