Job description Posted 29 October 2021

LOA - 1 Year

Pay Rate - £11.24 Per Hour PAYE

Start - ASAP

Location - GSK Stevenage


JOB PURPOSE: 

 

Reporting to the Senior Executive Assistant to the SVP of Medicinal Science & Technology (MST), the MST Office Administrative Assistant provides administrative support to the Vice President of QRM and the Senior Executive Assistant.

 

RESPONSIBILITY:

 

The MST Office Administrative Assistant is responsible for:              

·      Comprehensive administrative support for VP, QRM and Senior Executive Assistant, MST, including:

o  Proactive calendar management of complex schedules

o  Effective meeting administration: arranging complex meetings with GSK Senior management and external companies, schedule conference calls, plan and manage meeting room and smart room bookings, ensure timely availability of all relevant ‘e-paperwork’ for pre-read ahead of meetings;

o  Planning and managing comprehensive travel arrangements both domestic and international

o  Team event arrangements;

o  Raise and track purchase orders using Fiori, ensuring timely payments

o  Manage and process expenses using Concur

o  Maintain electronic records such as department distribution lists, movement sheets, org charts

o  Maintaining Intranet pages

 

·      Supporting the Senior Executive Assistant in all of the above and providing cover during periods of holiday and absence.

 

ACCOUNTABILITY:

 

The MST Office Administrative Assistant is accountable for:

·      Proactive and timely administrative support to the VP of QRM to enable this person to deliver their role and thereby allow global functions to deliver medicines to patients;

·      Proactive and timely administrative support to the Senior Executive Assistant to enable this person to deliver their role in supporting the Senior Vice President of MST

·      Bringing a process improvement approach to all aspects of work; identifying and implementing efficient office practices; prioritising a high volume workload to a consistently high standard

 

COMPLEXITY:

 

The MST Office Administrative Assistant provides administrative support to the Vice President of QRM and the Senior Executive Assistant and a small team based in the UK and the US.

 

The MST Office Administrative Assistant will be required to liaise with admins in MST and other R&D functions ensuring that meetings are organised and operated with excellence.

 

KEY BEHAVIOURAL COMPETENCIES:

 

·     A true advocate of the GSK Culture

·     Excellent organisational skills and ability to prioritise workload to meet tight deadlines

·     Demonstrates initiative and proactive behaviours, a self-starter

·     Excellent attention to detail

·     Works well under pressure

·     Demonstrated professionalism and competence in working with strictly confidential resources and information

·     Foresees issues and problems and proactively handles/avoids these, using own initiative but knowing when to ask for help/advice and when to escalate issues

·     Works independently

·     Willingness and ability to learn rapidly

·     Exemplary decision making in prioritisation of activities and in all administrative tasks.

·     First class communication skills, both written and verbal, with a high level of tact, diplomacy and confidentiality and an ability to deal with individuals at all levels both within GSK and externally.

 

SPECIALIZED KNOWLEDGE:

 

·      Secretarial and administrative training and experience

·      Experience of working with senior management

·      Competent in the use of GSK’s IT applications (Microsoft Office, MS Teams, Webex, Team Sites, Intranet web publishing, WorkDay, WorkPlace, EMS Meeting Manager) and Financial systems (Concur, Fiori), effort tracking, etc)

·      Proficient use of MS Word, Excel and Powerpoint

·      Ability to exploit technology and new ways of working to drive high engagement and support effective delivery whether working on site or remotely