Personal Assistant

As a Personal Assistant, you will be primarily responsible for providing professional, secretarial and administrative support as required to two senior Heads of HR across BX. Your responsibilities will include providing comprehensive support, handling diary management, tracking actions, and engaging with various teams across the organization. 

Other responsibilities include:

• Fully manage the complex, ever-changing, diaries of the above mentioned Heads of HR
• Organising & prioritising a wide range of meetings (often at the last minute)
• Act as first port of call for a wide range of visitors, conveying a professional image at all times.
• Establish & maintain strong relationships with stakeholders and their PAs to ensure positive interactions at all times.
• Support on ad hoc projects across the BX COO HRBP Team as required

Additionally, there will be opportunities for you to participate in other work and administrative tasks to build your understanding of the wider team.  We’re looking for a colleague who is proactive, hardworking, forward thinking and has a can-do attitude. The successful candidate will be a team player able to work seamlessly with other assistants and wider stakeholder group.

To be successful as a Personal Assistant it is essential you should have:

•Proven experience in a Personal Assistant or similar role

•Excellent organisational and time management skills, with the ability to manage multiple tasks and priorities.

•Excellent communication skills, with the ability to engage effectively with various teams and stakeholders.

•Proficiency in using office software and tools, such as Microsoft Office Suite.

Have excellent interpersonal skills, highly collaborative, good communication skills and work well within a team. 

Some other desirable or preferred experience would be:

•Proven ability to identify and implement improved ways of working, and proactively take initiative and offer support where a need is identified.

•Ability to work independently and as part of a team, demonstrating flexibility and adaptability.

•Experience in project management or administrative support within a corporate environment.

This role will be based in Glasgow.

Purpose of the role

To provide administrative and organisational support to executives, managers, or teams. To manage schedules, acting as a trusted point of contact, ensuring seamless coordination, efficient task management, and a professional presence for their assigned individuals or teams. 

Accountabilities

• Management of executive, managers or team calendars and overseeing timely responses to meeting invitations and requests.
• Planning and arranging travel itineraries, including flights, accommodation and ground transportation, ensuring timely and efficient travel for the executive or team.
• Proactively anticipating the needs of the executive or team, prioritising tasks, and ensuring timely completion.
• Management of day-to-day administrative tasks, such as expenses, maintaining filing systems, and ordering office supplies, annual leave records management, distribution list management and organisation management tasks.

Analyst Expectations

• To perform prescribed activities in a timely manner and to a high standard consistently driving continuous improvement.
• Requires in-depth technical knowledge and experience in their assigned area of expertise
• Thorough understanding of the underlying principles and concepts within the area of expertise
• They lead and supervise a team, guiding and supporting professional development, allocating work requirements and coordinating team resources.
• If the position has leadership responsibilities, People Leaders are expected to demonstrate a clear set of leadership behaviours to create an environment for colleagues to thrive and deliver to a consistently excellent standard. The four LEAD behaviours are: L – Listen and be authentic, E – Energise and inspire, A – Align across the enterprise, D – Develop others.
• OR for an individual contributor, they develop technical expertise in work area, acting as an advisor where appropriate.
• Will have an impact on the work of related teams within the area.
• Partner with other functions and business areas.
• Takes responsibility for end results of a team’s operational processing and activities.
• Escalate breaches of policies / procedure appropriately.
• Take responsibility for embedding new policies/ procedures adopted due to risk mitigation.
• Advise and influence decision making within own area of expertise.
• Take ownership for managing risk and strengthening controls in relation to the work you own or contribute to. Deliver your work and areas of responsibility in line with relevant rules, regulation and codes of conduct.
• Maintain and continually build an understanding of how own sub-function integrates with function, alongside knowledge of the organisations products, services and processes within the function.
• Demonstrate understanding of how areas coordinate and contribute to the achievement of the objectives of the organisation sub-function.
• Make evaluative judgements based on the analysis of factual information, paying attention to detail.
• Resolve problems by identifying and selecting solutions through the application of acquired technical experience and will be guided by precedents.
• Guide and persuade team members and communicate complex / sensitive information.
• Act as contact point for stakeholders outside of the immediate function, while building a network of contacts outside team and external to the organisation.

All colleagues will be expected to demonstrate the Barclays Values of Respect, Integrity, Service, Excellence and Stewardship – our moral compass, helping us do what we believe is right. They will also be expected to demonstrate the Barclays Mindset – to Empower, Challenge and Drive – the operating manual for how we behave.