Location: Two Snowhill - Birmingham
Salary Base salary: c£23,000pa to £25,300 pa depending on skills and experience. In addition, we offer flexible benefits fund of 10% which is paid on top base salary and is fully pensionable, as well as a range of competitive benefits - check them out in the Benefits section on our website.
HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives and achieves their full potential. In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish, and providing personal and professional development opportunities.
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.
About the Role
* 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.
About You
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.
As HS2 Ltd do not hold a sponsorship license from the Home Office, we are not able to provide sponsorship to any applicant. Applicants must already have the Right to Work in the UK at the time of application and our process involves a Right to Work validation prior to the interview stage. Note, there are certain types of time-bound visas that we cannot accept.
Any offers made to applicants will be subject to satisfactory completion of pre-employment checks which include Nationality & Immigration Status, employment references, DBS, Financial and Education checks
.
We ask for a variety of detail in your online application, however we perform the first assessment of suitability for a role based solely on the information in your CV. In a further development of our efforts to create a more diverse workforce, your CV will be anonymised and personal information will be removed during the first stage of the application review. This removes bias from the process and makes it even more important that you attach an updated word version of your CV for each new application ensuring you include evidence directly related to the criteria in the job advert. Watch this video on how we remove bias in the recruitment process: Removing bias in the recruitment process - YouTube
Any applications received after the closing date will not be considered.
High Speed 2 (HS2 Ltd) will be the UK's new high speed rail network. As well as improving capacity, the new scheme will shorten journey times between a number of Britain's major population centres, boost the economy and create thousands of jobs.
HS2 Ltd will create a skills legacy and develop a diverse range of talent. We aim to be a leader in EDI practice by creating a safe & inclusive working environment for all our staff - living our values of Safety, Respect, Integrity and Leadership.
In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish and providing personal and professional development opportunities.
HS2 Ltd is also a safety-critical organisation. Employees are required to ensure reasonable care of their own and others' health and safety by taking personal responsibility for working to our 'Safe at Heart' programme principles and following safe working procedures at all times.
HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives and achieves their full potential.