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PA to Head of Supply Chain Full Time

at Cadent Gas in Coventry (Published at 29-01-2018)

To provide administrative support to the Supply Chain Management team while assisting in coordination of department wide activities and central support. To ensure the efficient use of the team’s time, and assist the team in pursuing their business objectives through organising diary entries, supporting communications coordinating central events. This role will also involve wider team administration duties.

You will be interfacing with the supply chain management team, key stakeholders across the wider function and other PA’s in the business.

You will need to demonstrate strong organisational & interpersonal skills as well as being a self-starter that can hit the ground running.

Key Accountabilities:

l Co-ordinate the diary, arrange meetings and manage e-mails for the Head of Supply Chain.

l Designing and developing relevant reports / management information across the Supply Chain team to ensure the most up to date information is always available in an easy to read/understand format.

l To maintain and administer shared document repository for the Supply Chain management team, ensuring current information is filed and accessed to the agreed process. Acting as the ‘super-user’ for the teams to ensure permissions are added and edits are made as required.

l To assist in the onboarding of all new staff and contractors, including arranging inductions, training, procuring PPE and IT equipment.

l Maintain a training register and minimum competency framework database, ensuring that both are updated and cross-checked as training becomes either due or completed.

l Manage incoming phone calls, mail and correspondence. Provide a first line response for team communications and ensure that all requests, orders and invoices are progressed in a timely manner, complying with all procedural requirements and internal audit regulations.

l Taking responsibility and drawing on experience to field calls on behalf of the team to ensure that basic queries are dealt with and only high level issues get passed on to the management team in order to improve efficiency and effectively manage interruptions.

l Manage and co-ordinate team diaries and schedules and that the itinerary is always clearly communicated to all relevant parties

l Organise various meetings, briefings and events as required. Collate and prepare letters and reports for internal and external publication

l Provide a minute taking and distribution service for key meetings as required

l Support and work with fellow members of the team to ensure that the movements and activities are co-ordinated and maximise their impact on business performance. Undertake various responsibilities and tasks to meet the needs of the team e.g. assignments, providing cover

l Retrieving and manipulating data to fit the required templates used across the team. Examples include spreadsheets for general data collation and slide decks/dashboards for performance meetings and presentations.

l Ensure access to up to date information is available at all times and bringing any significant issues to the attention of the management team as appropriate

l Ensure that confidentiality of information is maintained at all times.

Knowledge & Experience Required:

l Awareness of the organisation, business issues and activities

l Experience of liaising with senior members of staff, internally and externally

l Excellent organisation and administrative skills

l Proficient in all key Cadent systems and desktop packages, including Word, Excel, Outlook, Power point, and SAP for purchasing.

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