Job Title:                       SENIOR PERSONAL ASSISTANT

Reports To:                   MANAGING PERSONAL ASSISTANT

Division:                        TRANSPORTATION

Date:                              1ST JUNE 2019

SUMMARY

Senior Personal Assistant to Strategic Rail Market Director, Transportation UK.

Atkins, a member of the SNC Lavalin group, is the leading UK engineering consultancy in transportation and we are seeking an exceptional Personal Assistant to work with and support the Strategic Rail Market Director and their Client Directors within the Transportation Division, while also working alongside a team of PAs in supporting our Senior Leadership Team. This role will also have Line Manager responsibility for the team of support staff based in our Croydon office. The candidate will be a pro-active and influential member of the team providing insight and support to the wider group. The role requires an experienced and flexible person with previous Personal Assistant experience at director level to take a proactive approach to balance PA responsibilities with additional tasks, some requiring a creative flair, as required. 

Transportation is a division of circa 4,000 people and in excess of £300m annual turnover, delivering a wide portfolio of projects ranging from strategic advice through to major infrastructure schemes.  We aim to be at the heart of this unprecedented period of change investing in innovation and new technology to give us a leading edge for the future.  We aim to shape the future of transportation in the UK and this role is right at the heart of achieving this.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

Providing an efficient PA support service to several directors; the duties will include but are not restricted to:

• Email inbox management along with complex diary management
• Screen incoming calls, post and emails using own judgment to draft responses, deal with and redirect as appropriate
• Attend team meetings and take minutes
• Assist the Strategic Rail Market senior team
• Liaise with clients and stakeholders from UK, abroad and in Industry
• Effective liaison with other PAs both internal and external
• Liaise with senior members of staff to obtain information for reports
• Produce agenda’s/itineraries/PowerPoint presentations as required
• Produce monthly business report by collating information from different sources
• Ensure managers are fully briefed and have the necessary papers for meetings
• Manage special projects on an ad hoc basis
• Produce and submit monthly expenses
• Maintain accurate systems for electronic filing
• Geographical knowledge and ability to comprehend differences in international workings which may affect business delivery
• Complex travel arrangements, domestic and international
• Arrange travel visas where necessary
• Organise functions/conferences from a brief and negotiate prices for venues and travel
• Ensure that the Director is and feels fully supported in all areas of administration
• To be a professional representative and extension of the business and your manager
• Assist visiting Directors with ad-hoc requests
• Build an effective relationship with the Market Director and peers so that you can proactively pre-empt, plan and collect information and deliver your service to help support their role.

  Line Manager responsibility for Transportation Admin Assistants based in London (x2). Managing their conduct, performance and development including conducting personal development reviews

Requirements

• Experience of working at Director level with a good amount of relevant experience
• Professional individual comfortable working within a large corporate environment
• Excellent IT skills; Microsoft Outlook, Office 365, Word, Excel and PowerPoint
• Excellent attention to detail and accuracy, with the ability to produce quality documentation
• Excellent interpersonal/communication skills
• Will be supported and work with small team of PA’s, therefore team player a must
• Ability to work under pressure and to tight deadlines
• High level of discretion and confidentiality
• A Proactive self-starter with a calm, reliable and flexible approach to fast-changing daily schedule
• Enthusiasm for learning and development
• Resilient and flexible
• Organizational and planning skills
• Actively contribute and apply initiative
• Information gathering and monitoring skills
• Problem analysis and problem-solving skills
• Judgment and decision-making ability
• Organisational and planning skills

Training

Atkins develops individuals through a portfolio of training and development activities designed to help you make the best of your abilities and talents. These are reviewed with individuals through an annual appraisal process. We actively support staff in achieving corporate membership of relevant institutions.

Atkins has been named as one of the top 50 employers for women for 2011. The listing recognises Atkins as an organisation that is committed to making the most of the women in our workforce.

Rewards and Benefits

We believe in looking after our staff. The pressures and pace of modern life mean that we need to take care to give sufficient priority to our health and well-being. With this in mind, we have a generous rewards and benefits scheme including:

• 25 days paid annual leave + 8 bank holidays + the ability to sell 5 or buy up to 15 days additional leave
• Contributory Pension Scheme – Atkins will match and double employee contributions
• Life Assurance Scheme
• Personal accident cover
• Share incentive plan (after 6 months service)
• Professional fees paid
• Private medical insurance discount
• Income Protection
• Employee Well-Being Programme – 24 hour free advice on financial, legal and family care specialists and also access to personal health, fitness and nutrition consultants
• Gym and Health Club discounts. Plus a range of discounted rates on holidays and UK attractions and experiences.
• Childcare vouchers
• Give as you earn – charity contributions
• Bike 4 Work Scheme
• Sports and social activities*

*Not available at all locations

Right to Work

The UK Government have taken steps to reduce net migration to the UK by limiting the number of overseas workers from outside the EEA coming to the UK for employment. Please note that whilst we are able to consider applications from overseas workers from outside the EEA ( who require a Tier 2 (General) visa) we can only employ them if we can provide evidence that there are no other suitable candidates for this vacancy from inside the EEA.

ATKINS, part of the SNC Lavalin Group, is committed to having a diverse and inclusive workforce. As an Equal Opportunities Employer, we value applications from all backgrounds, cultures and ability.

This role may require security clearance and offers of employment will be dependent on obtaining the relevant level of clearance. If this is necessary it will be discussed with you at interview.

If applying to this role please do not make reference to (in conversation) or include in your application or CV, details of any current or previously held security clearance