Our mission is to break down the barriers of today to release the potential of tomorrow. Join us today and release yours.

There are two things that we want to share with anyone considering joining us.

Firstly, we’ve got big ambitions for our colleagues and the future of the organisation. These include our vision that inclusion and accessibility drive every conversation we have and every decision we make. We want our workforce to fully represent the communities and customers we serve, because a diverse business is a better business. We value every colleague, their diversity and the contribution that they make. When we say you’re welcome at BT, we really mean it.

Secondly, the one thing the pandemic has taught us is that a lot of current and future colleagues, where and when possible, want to embrace hybrid working. Therefore, we are introducing smart working at BT. Smart working means having the flexibility to choose, as a team, how and where you work depending on your team’s deliverables and needs; when you are at your shared core location to connect with others and when not. It may not be for every role, and, as part of the recruitment process, you’ll have the chance to discuss smart working and how it might work for the job you are applying for.

About this role

The PA will provide dedicated high quality secretarial and administrative support to the Director and will have excellent interpersonal skills and able to communicate effectively at all levels.  With a professional and collaborative approach to work and excellent organisational skills, the individual will work on their own initiative, prioritising and delegating as appropriate to ensure the smooth running of the office.  Discretion and confidentiality are imperative in the role and the individual will demonstrate a flexible and proactive approach. A key success of this role will be the ability to manage time and priorities and that of the Director to maximum effect.

You'll have the following responsibilities

Diary Management – Accountable for efficiently managing the diary and appointments, ensuring time is aligned to priorities and mandatory areas; add desk time to diary to enable Director to deal with emails and prepare for meetings; time on support activities should be minimised by diverting non-essential meetings to direct reports. Ensure that meetings likely to be missed are prompted and organisers informed in a timely manner.  Process for reviewing diary and planning ahead and briefing Director on diary changes & requests are regular PA/Director Office meetings.

Personal Commitments - proactively seeking out when the Director has personal commitments that may require diary time, ensure these are appropriately diarised.

Planning – pre-emptive planning sessions (office meetings) should be set up to ensure that you provide the best level of support – these planning sessions should take into considerations a rolling 4 week view of the diary and what might be required for meetings, travel, accommodation, etc. 

Meetings – Responsible for coordinating and prioritising all internal and external meetings and calls (and preparatory meetings where required) so that key discussions and decisions are not delayed.   Responsible for organising internal/external rooms, venues, audio/video conferences, arranging travel, accommodation and where required taking minutes. Ensure that Director has access to the necessary meeting papers (printed off where possible or saved in Calendar) in advance of meeting and ensuring that time is built into the diary for reviewing papers. 

E-Mail – using initiative, responsible for tracking email ensuring appropriate and timely action is taken, important emails are not overlooked and actions followed up where response is needed. 

Correspondence – to prepare and/or draft correspondence as required, this may be done via delegation to the most appropriate person. 

Actions – ensure that key actions are achieved, closed and updates given. Actions may be from incoming/outgoing emails, meetings, conference calls, post meeting reviews. Proactively managing an action log for the Director ensure that deadlines are not missed.

Travel - Anticipating travel needs, creating options so that travel decisions can be made quickly, ensuring within policy and cost effective.  Create directions/ maps for new venues which can be accessed en route.

Authorisation – demonstrate financial awareness and takes responsible for validating and approving  authorisation requests, ie, Purchase Orders, Orderdesk and T&S requests, in line with BT’s policy, and where appropriate gaining approval. 

Engagement & Visibility - responsible for planning engagement plans, working with Comms team and other assistants to co-ordinate an effective schedule. Rolling 12 month plan.

Ad-hoc Administration – Where appropriate the individual will undertake ad-hoc requests from their Director’s in support of delivering secretarial or administrative tasks or activities, as an example, help with onboarding new recruits.

Privacy and confidentiality – Demonstrate the ability to maintain a professional approach at all times and a high degree of discretion & confidentiality 

Technical – demonstrate advanced working knowledge of the Microsoft suite of applications and BT systems.  Also have a working knowledge of mobile and tablet devices/software and keep up to date with latest technology in order to advise/help on new working solutions.

Networking & Cover– Create an effective network of contacts, so that you have support and cover for your role when you need it and can influence diary decisions where it is required.

Additional cover standards may include:-

Briefings/Research - using analytical skills to assess situations, gather information and identify issues, ensure the Director is briefed and fully prepared for all meetings and that all documentation is produced in advance and preparation time is built into the agenda where required.  

You'll have the following skills & experience

Confidentiality: diplomacy and discretion in keeping sensitive strategic, commercial and personnel matters - confidentiality is paramount

Time Management and Planning: strong skills in planning, organisation and time management, strong grasp of detail, working to deadlines and support to a senior team

Autonomy: ability to work with minimum of instruction, anticipate needs and be a self-starter are essential 

Relationship building: able to present a strongly professional front, build strong relationships and develop wide networks internally and externally to exert influence on outcomes, get work done through others, without direct authority

MS Office proficiency: especially MS Outlook for diary and inbox management, with proficiency on MS PowerPoint, MS Word, MS Excel

Knowledge of internal and external systems including room booking system, catering system, iExpenses, iBuy, Gifts and Hospitality register, Gatekeeper, Trainline and Skype for Business

Communications: Able to communicate effectively at all levels and ability to multitask and prioritise work 

Benefits

22 days’ annual leave (not including bank holidays).

Share option and pension scheme programmes.

Flexible benefits to fit around you (private health care, dental care, ride to work scheme).

About BT

BT has a key role in British society, fostering change and leading technology innovation. From delivering the Olympics, to supporting the emergency services, to investing more into research than any other UK technology company, we take pride in everything we do - and in the people who work here.

We're now a global company operating at the forefront of the information age, employing 90,000 people in 180 countries. And we're on a mission. Guided by our core values of Personal, Simple and Brilliant our goal is to help customers, communities and businesses overcome barriers and release their potential.

So, if you're interested in the power of potential, why not join us today and release yours? You can read more here about what it's like to work at BT

How to Apply

It's easy to apply online; you just need a copy of your up-to-date CV and to follow the step-by step process. Don't worry if you need to make changes - you'll have the opportunity to review and edit your work on the final page. We look forward to receiving your application!