Interim PA to Chief People’s Officer

Hays Business Support

Your new company
You will be working for an amazing healthcare organisation which is the leading agency in regulating medication and other healthcare products! Millions of individuals in the UK rely on the effective regulation of medication and medical devices and this organisation is the leading regulator backed by in depth science and research.
This organisation is made up of c.1350 staff working across two main sites and across the UK and abroad. They consist of Corporate, Partnerships, Delivery, Governance, Communications & Engagement, Scientific Research & Innovation, Healthcare Quality & Access, Safety & Surveillance and Digital & Technology Groups – everything that YOU will be an important contributor to.
Your new role
This role will provide administrative support for the Senior Leaders in HR, including supporting the work of the Talent and Capabilities Team, who have particular administrative responsibilities that are covered by this role for part of the working week.

The post also offers a potential development opportunity for the right candidate to become more involved in the delivery and facilitation elements of the team’s work.

What you will be responsible for

• Organising ad hoc and regular meetings with internal and external customers/stakeholders, and the associated room bookings/reception/escorting arrangements.
• Taking minutes at various formal meetings and producing and circulating these as required.
• Developing templates and documents as required, in Word, Excel, PowerPoint and other packages.
• Maintaining mail distribution lists, organisational charts and other documents used across HR; managing relevant Teams channels and access to HR SharePoint sites.
• Collecting and distributing any physical post, scanning and emailing colleagues if they are off site.
• Assisting in the development of step-by-step guides to make existing processes easier to follow.
• Working with colleagues, updating the HR intranet content to make HR information easier to find and understandable.
• Supporting the continual review of internal processes, to ensure the most suitable HR functions are carried out most appropriate roles as we develop our service.
• Management of the Talent and Capabilities email account; dealing with frontline enquiries and signposting enquirers to the relevant policy; liaising with the Talent and Capabilities Team on more complex queries.
• Being the first point of contact for external facilitators; managing reception and escorting arrangements as required and managing room bookings using the online booking system.
• Circulate and collate training evaluation forms.
• Assist with the administration and management of training records and reporting.
• Supporting senior HR colleagues in periods of peak activity, such as in the processing of the annual pay award and in the management of the in-year bonus scheme as necessary.
• Support engagement with staff by ensuring that information on the intranet (Insite) remains up to date and relevant.
• Organising stationery and other consumables for HR as required.
• Reporting issues with the HR workspace to the relevant helpdesks and following through to resolution (ie IT or Facilities).

What you’ll get in return

• Hybrid and flexible working!
• Opportunities for development – additional training.
• Potential permanent opportunity after 6 months
• 18.50 per hour including holiday pay
• Dynamic and friendly team who will provide you with IT equipment, a handover and ongoing support.

What you need to do now
This role is based in Convent garden and interviews are happening the week of 16th September. Therefore, if you’re interested in this role and have the relevant skills and experience, click ‘apply now’ to forward an up-to-date copy of your CV, or call us now.
If this job isn’t quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

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