Personal Assistant (PA) to Head of EHS - Reporting & Lead Admin

Job description

Job Description

We are looking for a self-motivated, enthusiastic and positive individual to embrace the challenge of working in a fast-paced, innovative environment delivering major railway infrastructure projects on behalf of Siemens Mobility, Rail Infrastructure. Everyday will be different in this varied and dynamic role.

The PA reports to the Head of EHS and is responsible for organising and coordinating a range of function operations, managing a team of administrators, and assisting the Head of EHS in all aspects of the day-to-day running of the department including statistics and reporting both internally and externally and preparation of monthly reports. The PA role is broad, and there is the opportunity to mould the role around your personal strengths.

·  Do you thrive in a fast-paced environment?
·  Do you want to support the digitalisation of railway infrastructure?
·  Are you flexible, driven, and independent?
·  Do you see change as a positive challenge?
·  Do you have a can-do attitude, and go the extra mile for your team and colleagues?
·  Can you balance, and deliver on, multiple conflicting priorities?
·  Are you able to work under pressure?

Day-to-Day Activities

PA

·  Diary Management
·  Research, data analysis and ability to present data accurately and clearly.
·  Maintain excellent relationships and networks with internal and external stakeholders.
·  Manage and coordinate local and national events
·  Complete expenses on behalf of the Head of EHS
·  Support the local senior management team in their EHS management.
·  Minute management meetings
·  Act on behalf of the Director to facilitate a range of activities such as authorisations, requisitions and fact finding.
·  Arrange meetings for function frequently to support business operations.
·  Arrange and manage bi annual EHS safety conference.

Reporting

·  Monthly Internal and External Reporting - Preparing weekly and monthly reports in coordination with EHS management team, tracking requirements, tracking their outcome.
·  Manage creation and preparation of quotes and PO supporting in managing spend.
·  Develop and deliver monthly team brief and EHS newsletter ready for distribution.
·  Fire and First Aid - responsible for coordinating effective and compliant first aid and fire marshal cover. Opportunity to act as lead fire marshal and undertake first aid training.
·  Resolve Safety Tour actions - Remind and coordinate outstanding related safety actions within EHS leadership team. Report and investigate unsafe events or occurrences.
·  Archiving - liaise with external agencies to ensure effective tracking and storage of onsite and offsite archiving
·  PKI Agent - authorise the issuing of PKI security cards.

Administration Lead

·  Line Management - managing a high volume of administration in a projects environment, and a team of varying size to support the portfolio.
·  Performance management - managing targets, goals, acceptable performance and disciplinary processes.
·  Leadership - leading your team, sharing best practice and making improvements to process.
·  Staff development and Training - Ensuring sufficient training and development opportunities for your team.

What we are looking for?

·  Degree/NVQ4/HND or equivalent relevant professional experience
·  Experience in managing and leading a team
·  Ability to work with full autonomy and accountability
·  Experience working alongside Senior Managers and Directors
·  Industry and/or Business understanding or knowledge.
·  Good attention to detail
·  Excellent inter-personal skills
·  Ability to keep calm under pressure and conflicting demands
·  Effective organisational skills
·  Excellent written and verbal communication skills
·  Thorough understanding and experience of Word, Excel, Powerpoint etc.
·  Independent, and confident in decision making and prioritising workload.
·  Able to manage conflict, and stress
·  Committed to be an ambassador for a positive safety culture
·  Equality, Diversity, Inclusion Awareness.
·  Comfortable with change.

If you think you would be right for this role and don't have everything listed above, we would still like to hear from you to discuss the role further. You might be just what we are looking for.

About us

We're Siemens. A collection of over 385,000 great minds who are all making the future and you could be one of them. We have offices across the UK, full of talented individual's helping us to challenge the today and work towards a brighter tomorrow.

Want to join us and be a Future Maker?

We're excited to hear that you would like to join us here at Siemens. Our people love it here and we want you to be a part of helping us make real, what matters.

We are looking forward to receiving your online application. Please ensure you complete all areas of the application form to the best of your ability to help us review your suitability for the role. We will be in contact as soon as possible with an update on your application.

What else do you need to know?

Our compensation package includes a competitive salary, holiday allowance and pension. We celebrate the fact that our employees are individuals and have different wants and needs. With this in mind, we have a flexible benefits scheme where you can tailor your benefits package to suit you.

If we all thought the same, we would never think of anything new. That's why we recruit great minds from all walks of life. We recognise that building a diverse workforce is essential to the success of our business, therefore we encourage applications from a diverse talent pool. We are proud to announce that we have partnered with VERCIDA , the UK's largest diversity and inclusion focused careers site where all our vacancies are in an accessible format. We welcome the opportunity to discuss flexibility requirements with our applicants to encourage agile working and innovation.

Organization: Siemens Mobility

Company: Siemens Mobility Limited

Experience Level: not defined

Job Type: Full-time