Team Assistant

Job Purpose The Team Coordinator supports the Delivery & Rolling Stock & Systems Team with the effective management of their various diaries, travel arrangements, Event Management and supporting them to deliver key priorities Role The Department is part of the Stations and Systems Directorate, comprising a portfolio of interlinked projects to design / build / test /commission and ultimately hand over to trial operations the railway systems suite of projects. In line with the HS2 client model, lead and manage performance of the directorate and the supply chain to deliver the integrated design, engineering, planning and delivery for the Stations & Rolling Stock & Systems contracts. Working within the Rail Systems Alliance integrate and manage interfaces including relevant strategic and local stakeholders to enable the effective delivery of the Stations & Rolling Stock & Systems contracts. Ensure HS2 meets its requirements in accordance with the obligations set out in the Development Agreement and any associated Undertakings and Assurances. Administer the Rail Systems NEC3 contracts effectively and efficiently. The Role will provide Administrative support to the Stations & Rolling Stock & Systems Delivery Directors and wider team. Accountabilities Manage and co-ordinate various team members diaries of internal and external meetings, including all professional engagements and any other appointments, liaising with others as required to arrange meetings with key stakeholders to ensure effective use of time. Prepare meeting papers and all other documentation including chasing agreed actions as required for meetings to run smoothly. Format presentations for use in senior management meetings to create clear and high impact presentations. Manage and co-ordinate the Stations & Rolling Stock & Systems communications activity co-ordinating team meetings and ensuring the team are well briefed on wider HS2 activity. File all documentation effectively to ensure ease of access as required Manage all travel and accommodation requirements effectively and within guidelines. Act as point of contact for all enquiries for information from the Stations & Rolling Stock & Systems Team, redirecting and responding to calls, and ensuring that all other tasks are completed to a high standard as required Assist in all areas of day-to-day duties through the provision of ad hoc administrative support to ensure the Stations & Rolling Stock & Systems teams works effectively Update and maintain financial records for the Department/ team on Oracle and using local systems to ensure sound financial management Manage projects as assigned through to completion Actively promote and embed Equality Diversity and Inclusion (EDI) in all your work, and support and comply with all organisational initiatives, policies and procedures on EDI. Required Criteria Skills: IT skills including the full use of MS Office suite or equivalent. Organisational skills, with the ability to prioritise, allocate and organise appointments and meetings Booking of trains, hotels and Car Hire on travel database. Able to complete support and administrative tasks to agreed deadlines and level of detail. Meeting management skills - prepare appropriate documentation for meetings. Ability to produce minutes and documents. Ability to take on projects from beginning to end, ensure effective management of the Directorate. Relationship building skills with the ability to meet and manage visitors to the Directorate and influence across a wide variety of stakeholders. Problem solving skills and dealing with ad-hoc issues whilst also being able to work to specific procedures or protocols. Communication and interpersonal skills, and ability to handle sensitive issues with discretion and diplomacy Knowledge: Knowledge of office and business management Knowledge of board and senior meetings processes Type of Experience: Experience of providing administrative and secretarial support to senior stakeholders, including managing workload and meeting agreed deadlines. Experience of handling sensitive and confidential information Working Week Monday to Friday 9am till 5pm 3 days Hybrid / 2 in Office Location Birmingham, Snow Hill

Location: Balsall Heath, GB

Posted Date: 1/14/2025