Job Description

You will ideally be based from our The responsibility of this role is to provide professional and confidential support to the Directors of department and the wider team, ensuring issue resolution and the efficient flow of information. This includes completing a range of administrative, analytical and organizational tasks based upon corporate priorities with minimal supervision.

What you need to do

• To manage the Directors of the department by providing a highly confidential service that includes handling their diary and appointments on a daily basis and proactively managing long term commitments through liaison with relevant business areas.
• To read and priorities information through the creation of daily folders within One Note to reflect the Directors of department’s calendar and ensure all meetings are up to date with relevant pre-reads attached.
• To arrange and coordinate meetings (including taking minutes), steering groups and forums with timely and cost efficient travel arrangements and follow up on any related issues with the relevant business areas.
• Build a strong network amongst other PA’s and team administrators within the business and work alongside to ensure smooth organization of meetings and coordination of Leadership diaries.
• Prepare presentations and reports for the Directors of department and team, working with only general direction of content.
• Periodic maintenance and review budgets for the relevant cost centre.
• Manage the collation of departmental schedules and expenses, including holiday requests and scheduling any necessary meetings for the wider team.
• Events management; organizing and coordinating department away days, training sessions and weekly team meetings to ensure consistent and maximum attendance. Locating and booking meeting rooms, capturing key actions or minute taking when in attendance and keeping the team One Note folder up to date.
• To oversee the department’s recognition system (colleagues LOVE cards), and ensure they are recognized.
• Oversee the end to end process of paying invoices, including raising purchase order numbers on SSP and requesting cheques.

Required Knowledge, Skills, and Abilities

• Excellent computer skills (Microsoft packages to include PowerPoint, Excel, Word and Office 365) and knowledge of Sainsbury’s systems (or capability to learn at pace)
• Quality facilitation of meetings and experience minute taking for confidential meetings
• Proven experience of simplifying processes for multiple stakeholders and streamline the administration in the team
• Understand and analyze data, paying attention to detail
• Self-motivated with proven ability to organize and priorities workload and work on own initiative with confidence
• Previous experience of diary management, presentation and report collation
• Appreciation and understanding of the wider business
• Interpersonal and influencing skills, ability to network and engage with all areas of the business and influence upwards
• Able to work in a fast-paced, pressurized environment
• Strong diplomacy and ability to balance conflicting priorities