The Business Support Administrator is a key member of the HDR UK team, providing dedicated professional and proactive diary management and administrative support to senior leaders and their teams. This role will support the Chief Data Officer and the Chief Scientist.
Main responsibilities
- Manage diaries for key senior staff members within the team identifying and securing available dates with a range of stakeholders
- Ensure all information relating to diary entries (e.g. contact information, meeting history, attendees, and telephone numbers) are recorded accurately
- Monitor and respond to emails where appropriate and in a timely manner
- Accurately formatting letters, emails and other correspondence as required
- Manage logistics for all travel, book flights, train tickets, taxis, accommodation, meeting venues
- Co-ordinate team meetings and activities including room bookings, invites, preparation of agenda and circulating papers
- Assist in the planning of team events by booking venues, compiling responses, and helping to ensure the smooth running of the event.
- Provide administrative support for invoicing and expenses as and when required
- Provide general administrative support with items such as meeting preparation, printing documents, liaising with facilities, events and the people team
Planning and organising
This post is part of a small core team that is embedded within HDR UK to provide diary management and wider administrative support. The post holder will require a high degree of skill in planning and organising multiple activities along with a flexible approach to meet the changing needs of the institute and
Problem solving
The post holder will be expected to use problem solving skills to respond to diverse demands. As part of a small team, the post holder will operate with significant independence. The post holder will require a great deal of confidence in dealing with enquiries, problem solving and decision making. The post holder will make an effective judgement on when to escalate issues to senior colleagues’ attention and with what urgency.
Decision making
The post-holder will make all day-to-day operational decisions for their own workload.
Key contacts/relationships
The post holder will build and maintain effective working relationships both within HDR UK, and with other key external senior stakeholders. The postholder will have close working relationships with the teams they are providing support for, as well as other members of the HDR UK leadership team.
Experience/Skills
- Significant experience working in a similar role with both diary management and wider administrative responsibilities
- Significant experience of working with senior level stakeholders across a wide range of sectors
- Excellent attention to detail, spelling, and grammar
- The ability to be highly organised, self-motivated and prioritise workload effectively
- Strong verbal and written communication skills
- The ability to handle confidential information appropriately, with sensitivity and discretion
- The ability to work as part of a team and on own initiative
- Experience of working to tight deadlines with the ability to multitask whilst maintaining a high degree of accuracy
- Experience of accurate report writing
- Proficient IT skills, particularly Microsoft Packages
- Proficient in use of Teams, Zoom and other online platforms
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