PA & PMO Support for CITO

Date: 12-Jan-2023

Location: Hemel Hempstead, GB, HP2 4TZ

Company: Britvic

 

 

At Britvic we’re on a journey to become the most dynamic soft drinks company. As one of the UK’s leading players in the FMCG market we pride ourselves on setting high standards, being courageous and pushing ourselves to think outside the bottle.


We offer consumers a range of family favourite and global premium brands such as Robinsons, Tango, J20, R Whites & London Essence. We exist to help people enjoy life’s everyday moments.

 

About the Role:
This is an exciting opportunity to join an agile and fast paced IT team supporting our CITO with both personal administration and also support the IT Project Management Office function. 

 

The role holder will provide administrative support to the CITO helping him make the best use of his time by dealing with administrative tasks and projects, helping create presentations and will work collaboratively with other members of the IT Exec and wider IT department as well as carrying out other IT admin activities. 

 

You will also support the PMO function in IT so someone with an interest in Project Coordination is required. This role is wide and varied throwing up different challenges every day but has many different aspects to it needing someone who can multi-task and prioritise well. The right individual will have really good skills in Outlook, Excel, PowerPoint and other Office tools. 

 

We offer hybrid working at Britivic however this role will require a minimum of 3 days a week in the office matching the CITO hours on those days. 

 

Key Responsibilities:

 

Support to PMO

  • Maintain risk and issues logs, financial and project planning documents for IT Projects and report into CITO/Exec on a monthly basis any pinch points  
  • Prepare and manage governance forums such as Roadmap Management Forum (RMF) and Finance Management Forum (FMM) making sure pre-reads are sent out 2 days ahead of meeting and following up with actions after the meeting 
  • Ensure that projects are being run to the approved IT project methodology and are being tracked against time, cost and quality

PA Responsibilities

  • Provide diary management for the CITO to include provision of all necessary materials prior to meetings – this will include the creation of presentations on behalf of the CITO
  • Monitor emails & remove unsolicited communications and meeting acceptances  
  • Provide confidential administrative support to the IT Exec Team
  • Set up meetings in a timely manner.  Ensure all relevant, re-occurring meetings are in the diary as well as direct staff holidays & regular 1:1’s.  Ensure no overlapping meetings and plenty of prep time
  • Effectively manage travel and hotel requirements on behalf of CITO and IT Exec Team
  • Plan, organise and control the administration process to ensure that best practice is achieved in assisting the IT Exec Team to meet objectives and deadlines.
  • Anticipating requirements and actions where possible and working with minimal direction
  • Proactively follow up / ensure key activities are delivered to agreed timescales
  • Process expenses for CITO and IT Exec Team as needed
  • Professionally & proactively handle incoming calls and correspondence, responding directly where possible and re-routing where necessary
  • Planning any department wide events & meetings and making sure all content is ready for them ahead of time 
  • Approve holiday making sure no more than two IT Exec members are off at one time and flagging any issues 

 

Knowledge, Skills & Experience Required:

  • Previous PA experience at a senior level in a medium/large sized organisation (essential)
  • Must be conscientious, pro-active with attention to detail and a willingness to take ownership of tasks 
  • Expert in Microsoft Windows packages (Teams, Outlook, Word, Excel and Powerpoint) 
  • Analytical approach to data 
  • Should have experience of dealing with highly confidential and sensitive information 
  • Experience of working effectively to demanding deadlines, and ability to manage a range of tasks at any one time and prioritise own workload
  • Excellent written and verbal communication skills, including the ability to relate confidently and professionally to others
  • Can do a level of project coordination 
  • Events Management

 

We believe we are stronger together and that’s why we’re committed to providing equal opportunities to all applicants and employees. We know that by building a truly inclusive environment where everyone feels celebrated, safe and respected - diversity and wellbeing will naturally thrive