PA and Team Admin to UK Services Director

Overview

We are looking for a proactive and highly organised PA & Team Administrator to support the UK Services Director and the wider UK Services team. This part‑time role (18.5 hours per week) offers flexible hybrid working arrangements.

Responsibilities

• Manage a complex, multi‑time‑zone diary, anticipating needs and ensuring the Director is fully prepared for all commitments.
• Coordinate meetings, rooms, passes, catering and visitor hosting, ensuring smooth execution of all engagements.
• Plan and book detailed travel itineraries, including multi‑attendee trips, with minimal disruption to schedules.
• Handle calls, emails, post and enquiries professionally, preparing expense claims, purchase orders, presentations, briefing packs, minutes and reports.
• Manage confidential information discreetly and approve delegated orders, invoices and documentation.
• Use Oracle B1, BlueShop and other systems to procure resources, raise purchase orders and ensure timely invoice processing.
• Maintain stationery and support team travel and purchasing requirements.
• Capture minutes and actions for key team sessions and ensure follow‑up on commitments.
• Identify operational issues or improvement opportunities and raise them appropriately.
• Work independently and exercise initiative, particularly in the Director’s absence.
• Act as a key contact for implementing and promoting site policies and ensuring compliance with Thales Group standards.
• Coordinate with PAs, Administrators and Leadership Teams across the UK, BL, Thales Group and GBU, supporting zone‑wide initiatives and sharing best practices.
• Build strong working relationships with PA communities, Site Leadership and the Services UK Management Team, championing site policies and collaboration.

Qualifications

• Previous experience in a PA and/or Team Administrator role with proven success.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Working knowledge of Concur, Oracle B1 and BlueShop desirable.
• Excellent organisational skills, ability to prioritise effectively and remain adaptable when managing multiple tasks.
• Strong discretion when handling confidential and sensitive information.
• Strong decision‑making, problem‑solving and analytical capability.
• Ability to work confidently with stakeholders at all levels across the organisation.
• Clear, professional written and verbal communication skills.
• Ability to perform well under pressure and stay resilient in a fast‑paced environment.
• Commitment to delivering high‑quality work with strong attention to detail.

Benefits

• Performance‑related bonus.
• Half day every Friday (typically finishing around 13:00).
• 28 days annual leave plus bank holidays.
• Option to buy additional leave.
• 24 hours paid volunteering leave.
• Matched pension scheme.
• Life assurance.
• Employee Assistance Programme.
• Retreat and wellbeing support.
• Retail discount schemes.
• Gym membership discounts.

Security Clearance

Due to the nature of the work that we do at Thales, many of our roles are subject to security restrictions. This role requires Security Clearance (SC). It would be advantageous if currently held; otherwise the successful applicant must obtain and maintain SC clearance prior to commencing employment.

Equal Opportunity Statement

At Thales, we ensure equal opportunities, pay and working conditions for all.

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