Team Administrator

Location: ICT - Old Oak Common - London (Please ensure you are able to travel to this site before applying)

Salary:  c£27,622 pa to £32,497.30pa (inclusive of a 15% Flex fund which is fully pensionable) depending on skills and experience, as well as a range of competitive benefits - check them out in the Benefits section on our website.

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives, and achieves their full potential. In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish, and providing personal and professional development opportunities. 

As a Team Administrator at HS2 you will provide administrative support to senior management team members and their teams both internal and external, including shared diary management, managing, and booking visits and travel within policy and budget, coordinating team meetings and managing small projects to a high standard, within budget and timescales and to ensure the collective team and Directorate is high functioning. This is a permanent role, as HS2 Ltd do not hold a sponsorship license from the Home Office, we are not able to provide sponsorship to any applicant.

About the role:

• Act as first point of contact for Internal and external stakeholders visiting Old Oak Common work site. Senior manager, departments / team and other stakeholders on administrative services and processes, redirecting and responding as appropriate, and ensuring all tasks are completed to a high standard.


• Coordinate and manage visits and meetings to ensure effecting running of both and the successful delivery of outcomes, including collating agenda and responses, taking meeting minutes and notes, and managing required actions.


• Prepare and format briefing packs, meetings papers, presentations and all other documentation for senior management and departmental teams as required.


• Update and maintain Team, Departmental and Directorate records, databases, and systems to ensure effective functioning of the Directorate and collective team. 


• Gather information, compile reports, and maintain these to support the activities of senior management and departments / teams.


• File all documentation effectively and maintain the document management system to ensure ease of access across the team. 


• Track all correspondence for senior management and as required draft responses and coordinate required actions.


• Manage all travel requirements for senior management and departments / teams within policy and budget.


• Provide ad hoc administrative support including performing specialist related tasks and managing projects through to completion.


• Maintain continuous administrative support for departments / teams and identify enhancements to continually improve the functioning of the collective team and Directorate.

Actively promote and embed Equality, Diversity, and Inclusion (EDI) in all your work and support and comply with all organisational initiatives, policies, and procedures on EDI.

About You:

Skills:

• Ability to complete various administrative tasks, including visit management, travel booking, meetings and team administrative support.


• Ability to prioritise workload and manage competing priorities. 


• Ability to multi-task and manage multiple requests and tasks. 


• Ability to manage and communicate with a range of stakeholders, including senior level stakeholders and internal leaders, managers, and staff.


• IT skills including the use of Microsoft Office suite.

Knowledge:

• Knowledge of administrative and support services


• Knowledge of problem-solving techniques to resolve ad-hoc issues


• Knowledge of systems and software in the office environment 

Types of Experience

• Experience of providing administrative support within a business environment


• Experience of liaising with multiple internal and external stakeholders to successfully coordinate outcomes


• Experience of using Microsoft Office products (e.g. Word, PowerPoint, Excel)

The post-holder is expected to always behave in a manner consistent with the HS2 values of Safety, Leadership, Integrity, and Respect

It is expected that you will actively promote and embed Equality, Diversity, and Inclusion (EDI) in all your work and support and comply with all organisational initiatives, policies, and procedures on EDI.

As HS2 Ltd do not hold a sponsorship license from the Home Office, we are not able to provide sponsorship to any applicant. Applicants must already have the Right to Work in the UK at the time of application and our process involves a Right to Work validation prior to the interview stage. Note, there are certain types of time-bound visas that we cannot accept.

Any offers made to applicants will be subject to satisfactory completion of pre-employment checks which include Nationality & Immigration Status, employment references, DBS, Financial and Education checks.

We ask for a variety of detail in your online application; however, we perform the first assessment of suitability for a role based solely on the information in your CV. In a further development of our efforts to create a more diverse workforce, your CV will be anonymised, and personal information will be removed during the first stage of the application review. This removes bias from the process and makes it even more important that you attach an updated word version of your CV for each new application ensuring you include evidence directly related to the criteria in the job advert.

Any applications received after the closing date will not be considered.

“We review applications on a rolling basis and may close the advert early if we receive a high number of suitable applications. To ensure your application is considered, we encourage you to apply as soon as possible.

All applicants will be notified of the outcome of their application. However, due to the volume of applications we receive, we are unable to provide individual feedback.”