Find More Than 10K+
United Kingdom Jobs

Executive Assistant (Board & Group General Counsel)

London, GB

Legal & Corporate Services

About Network Rail

Our passengers and freight users are at the heart of everything we do. We help connect people to their friends and families and get goods to their destination safely and efficiently. We’re an organisation where people matter. When your part of our team, you matter to us, and you matter to millions.

We're continuing to build a more diverse and inclusive organisation which is representative of the passengers we serve. To do this, it is essential we become a more open, diverse, and inclusive organisation, harnessing the skills and expertise of all our people, and attracting the best talent to help us have a safe, accessible railway for everyone.

We believe that investing in our people is one of the most effective ways of improving the safety, reliability, and efficiency of the railway. For more information about Network Rail and how we recruit, please refer to the Network Rail Careers website.

About the function

The Legal and Corporate Services team provides legal, corporate governance and compliance services for the Network Rail group of companies through the department’s own experts or through external advisers. Legal and Corporate Services is part of the Chief Financial Officer’s directorate, and comprises four sub-teams: legal services; corporate commercial; transparency, ethics, data protection and freedom of information, and company secretariat. This role works most closely with the Group General Counsel and company secretariat team.

Who are we looking for?

We’re looking for someone to work closely with the Company Secretariat, regions and directorates so that the Board and the Executive Leadership Team has the information and resources it requires to make informed decisions and fulfil their objectives.

This person will act as an all-around gatekeeper and strategically manage the Group General Counsel and Company Secretary’s time with respect to priorities, goals, and objectives and in leading Legal & Corporate Services.

The job holder will also be required to provide support to the various teams that form Legal & Corporate Services in delivering their objectives.

We need someone with strong time management skills. Excellent inter-personal and organisational skills are also vital. It would be helpful for the job holder to understand Network Rail’s leadership and corporate meeting structure. That person should also have a good grasp of Network Rail’s systems, processes and policies (including HR and procurement processes, IT and support, and liaison with Facilities Management teams from a logistics perspective). This job has many competing priorities and will be a busy role made up of both events that need to be planned for in the future as well as reactive tasks that result from last minute changes to situations (often at short notice).

What does the average day look like?

The role of an Executive Assistant is a multifaceted role, in that you will undertake various duties including (but not limited to):

• Establish self as initial point of contact for Network Rail’s non-executive directors. Arrange inductions, co-ordinate IT requirements, manage expense claims in line with Network Rail policies, direct queries and requests made by non-executive directors to the business and functional areas and monitor/track responses to help them to be productive and efficient and have a co-ordinated point of access into Network Rail.

• Maintain, co-ordinate and communicate Network Rail’s corporate calendar, in liaison with the Company Secretariat team and executive Directors’ Personal Assistants, so that Network Rail Directors (both executive and non-executive) are aware of meetings and arrangements in a timely manner.

• Deliver meeting logistics for the corporate calendar and stakeholder events including, but not limited to, arranging venues, managing travel and accommodation arrangements, co-ordinating IT requirements, producing necessary paperwork and liaising with meeting hosts and booking agents so that meetings are productive, run smoothly and provide value for money.

• Prepare and co-ordinate agendas and papers for the Board and executive meetings and assist with any follow-up action, as necessary, for the Company Secretariat so papers are delivered on time and to the right quality and deadlines for actions are met.

• Attend Network Rail Board meetings across Great Britain on a periodic basis to manage arrangements on the day to facilitate the smooth running of meetings.

• Manage the generic Company Secretariat inbox including triaging emails, drafting responses, forwarding on to the relevant person, flagging critical/priority items and managing deadline requests so that the team can function productively and efficiently.

• Provide personal support to the Group General Counsel including, but not limited to, owning the diary, managing travel and accommodation arrangements, supporting recruitment activities and co-ordinating all team meetings to support delivery of Group General Counsel’s objectives.

• Scope and deliver special projects that arise within Legal & Corporate Services, in collaboration with the Group General Counsel, that enable the team to perform effectively and efficiently. This will include new starter induction processes and team away days so that all members of the team have the information they need to be able to contribute as quickly as possible.

• Establish and maintain an efficient filing system paying particular attention to records of standing meetings, statutory records, and authorisations to meet with good governance requirements.

• Operate company financial and procurement systems and act as Local Purchasing Agent (where directed) and review accounts received and process invoices for payment in accordance with Internal Control procedures, so that payments are made on time and compliantly.

What essential skills and experiences are required?

• Evidence of significant organisation and planning skills.

• Proven ability of working with senior management.

• Proven ability to work under pressure.

• Excellent written / oral communications and presentation skills.

• Ability to influence and negotiate at all levels.

• Ability to develop a good network of contacts internally and externally.

A message from our Chief Executive, Andrew Haines:

‘

Our passengers and freight users are at the heart of everything we do. We help connect people to their friends and families and get goods to their destination safely and efficiently. We're an organisation where people matter. Watch our video to find out more!

Duration: Permanent

Location: This role is based at Waterloo General Offices.

Closing date: 15th May 2023. On occasions, we may need to close the advert early based upon application volumes. Late applications may not be accepted. Interviews will be held W/C 22nd May 2023.

Band & Salary: Band 3A £43,434 - £45,488

What can we offer you in return?

We have a range of benefits including:

• 28 days annual leave entitlement, plus Bank Holidays and five volunteer days

• My Benefits – our discounted online shopping site

• A range of discounted offers including, Healthcare offers, cycle to work, healthcare club discounted membership and other benefits

• Subsidies of up to 75% on rail and underground season tickets

• A range of pension schemes

• Two weeks paid reserve leave for our Armed Forces community

• Training, development and employee assistance programme available

• To learn about the benefits we offer please here.

About our people and the recruitment process

We're an inclusive employer of choice and we welcome applications from everyone!

We encourage our colleagues to work flexibly, as we know traditional working patterns don't always fit. If you want to consider working flexibly, just let us know and we'll do our best to help and invest in your career with us, whilst you have a healthy work life balance.

We're also a Disability Confident Leader employer and we'll try our best to adapt the process and offer a reasonable alternative to help support people with disabilities access, apply and interview for roles.’

Visit Evenbreak’s Career Hive should you need accessibility support to apply or should you require any reasonable adjustments/modifications, please contact [email protected] and have your IRC number ready as this will be required.

As an arm’s length department of the UK Government, Network Rail is required to comply with a well-established pre-employment vetting process for all prospective employees. Baseline Personnel Security Standard (BPSS) checks require prospective employees of Network Rail to meet the following requirements.

•

Provide eligibility to work in the UK and identity documentation •

Complete a satisfactory 3-year employment history check •

Complete a satisfactory unspent criminal conviction disclosure check for more information regarding BPSS pre-employment related checks, please visit the UK Government website for further information - UK Government - BPSS Checks

Network Rail welcomes applications regardless of age, disability, marital status (including civil partnerships), pregnancy or maternity, race, religion or belief, sexual orientation, transgender status, sex (or gender), employment status, trade union affiliation, or another factor.

We will interview all disabled applicants who meet the essential criteria.

Safe behaviour is a requirement of working for Network Rail. Applicants should be able to demonstrate their awareness of our Safety Vision

Network Rail positively embraces flexible working recognising that employees may wish to balance work and family/home life.

Drugs and Alcohol Standard:

Our Drugs and Alcohol Standard is changing as of 16.01.2023. All prospective candidates who have not been offered a conditional role by 16.01.2023 will be required to undergo and pass a drugs and alcohol test. Your application will be rescinded if you record a positive test. All positive drugs and alcohol test results for prospective candidates will be securely held on Sentinel database and a 5 year suspension from applying for a safety critical role, a role which requires PTS certification or a Key Safety role on Network Rail Managed Infrastructure will be enforced.