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Job description

Reporting to

Business Director

Function

Executive Support

Location

Newington House, Elephant & Castle London

Reference Number

76427

Employment Period

9 - 12 months Secondment – FTC

Contract Type

Personal

Bonus

7.5%

Salary Range

circa £43,000 - Depending on skills and experience

Closing Date

24th March 2023

All applications will be reviewed after the closing date

We also provide the following additional benefits

Annual leave
Personal Pension Plan – Personal contribution rates of 4% or 5% (UK Power Networks will make a corresponding contribution of 8% or 10%)
Tenancy Loan Deposit scheme
Tax efficient benefits: cycle to work scheme
Season ticket loan
Occupational Health support
Switched On – scheme providing discount on hundreds of retailers products.
Supplier discounts, such as O2, EE, Vauxhall cars, Universal tyres
Discounted access to sports and social clubs
Employee Assistance Programme.

UK Power Networks

UK Power Networks is the country’s biggest electricity distributor, making sure the lights stay on for more than eight million homes and businesses across London, the South East and the East of England.

UK Power Networks continues to be listed in the Sunday Times’ Top 25 Best Big Companies to Work For, as well as the Inclusive Top 50 UK Employers, and made industry history by becoming first company to win Utility of the Year two years running (2015 and 2016, also 2012). The company is accredited in the Investors in People Platinum and Nation Equality Standard.

The company invests more than £600 million in its electricity networks every year, offers extra help to vulnerable customers at times of need, and is undertaking trials to ensure that electricity networks support the transition to a low carbon future. It also moves cables and connects new electricity supplies.

Job Purpose:
The Personal Assistant manages the effective and efficient provision of professional support services for one to two Directors to include secretarial, administrative and project support responsibilities. The job holder is expected to act primarily on his/her own initiative ensuring the smooth operation of the Director’s office and managing senior stakeholder requirements. The role may require independent research or project activities and carrying out actions on behalf of the Directors.

Principal Accountabilities:
Ensure smooth running of Director’s office, providing secretarial, administrative and project support services to Director

Manage Director’s calendar & inbox/email

Prepare & edit presentations and prepare meeting packs

Manage incoming correspondence/enquires (mail/email/phone calls) and ensure timely distribution & proactively prompt where actions/decisions/response needed

Preparation and prioritisation of letters/documents

Arrange travel involving the co-ordination of detailed travel schedules, itineraries, and all related travel requirements

Where appropriate, responsibility for all incoming customer queries and complaints (letter or telephone), seeing them through to a written response or verbal resolution

Develop and foster professional working relationships with internal and external clients

Raise purchase orders, payment requests and deal with expense claims, purchase card reconciliations and other administrative tasks

Attend SMT meetings, taking notes and providing support as necessary

Provide cover for other Directors’ PAs as required

Provide support for CEO’s PA as required

Maintenance of comprehensive filing system

Nature and Scope:
Working with the Directors, SMTs and a team of Director PAs, on business as usual activities and bespoke project work. Develop a thorough understanding of the Director’s principal responsibilities and methods of operation, working independently and proactively to provide timely and efficient support.

Person Specification:
Education / Qualifications

Recognised PA qualification preferred.

Training

Excellent Microsoft Office skills, (including PowerPoint)

Good working knowledge of SAP preferred.

Experience

Extensive experience of working as a PA at Director level, ideally working for more than one Director

Extensive experience of working in an operational role within a related complex and pressurised environment

Strong customer service skills in dealing with both internal and external customers through resolution of queries and complaints

Experience of working independently as well as part of a team

Experience of time management and task prioritisation to meet deadlines

Strong planning and organising skills.

Knowledge of the Utilities/Customer Service and/or HR industry an advantage

Aptitude

Excellent organisational ability

A confident and effective communicator with strong written and oral communication skills

Self-motivated with the ability to work in a pressured environment

Good team worker with the drive and ability to work with others to achieve shared goals and optimise the contribution of all members of the team

Proactive with a focus on problem resolution

Ability to build good working relationships with colleagues and other teams within UK Power Networks, as well as with external partners

Able to juggle multiple priorities

The ability to maintain impartiality and demonstrate tact and discretion

A willingness to undertake additional tasks and responsibilities as and when required.

Circumstances

Flexible attitude to work

Able to work flexible hours when required.

Please Note: Internal candidates are eligible to apply for internal positions once they have successfully completed any contractual probationary period.

Health & Safety Responsibilities

Managers and supervisors carry both legal and company responsibilities for ensuring the health and safety of their employees, those under their control and those who might be affected by the work undertaken, i.e. public, visitors and employees of other organisations. This includes briefing individuals working for them and ensuring there is the necessary understanding, competence and application of requirements to work safely and without harming the environment.

Employees will ensure they fully understand the health and safety risks involved in their work activities and their responsibility to apply the controls needed to manage those risks to acceptable levels. Similarly where work activities can have an adverse impact upon the environment, and particularly where there are legal requirements, employees will understand those impacts and the controls they must ensure are applied.

Employees need to be aware that for some craft and operational roles that work at height, or use fall arrest devices, there is an upper weight limit of 116Kg due to maximum safe working load of the safety equipment that is used.

If in doubt ask!

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.