Job description and person specification
Job Title: Team Administrator
Key Responsibilities: Team Support
Provide diary management support for the Focus Group Leaders/team including: acceptances/declines for meeting requests, act as “gatekeeper” to meeting requests, ensuring adequate preparation and travel time is allotted.
Arrange internal/external meetings including: booking meeting rooms/venues; booking & setting up telephone or video conferencing equipment and lunch/refreshment arrangements; liaising with training providers where necessary.
Coordinate travel arrangements. This includes booking flights, accommodation, producing itineraries, liaising with internal and external clients and arranging foreign currency and passport/visas where applicable.
Provide complete and accurate administration service to Focus Group Leaders and the team including: drafting/sending letters, memos, facsimiles, emails, printing, scanning documents, file management, distributing departmental mail and dealing with routine correspondence and enquiries.
Process expenses for Focus Group Leaders/teams.
Assist other members of the team when required.
Manage ad hoc tasks/projects as requested.
Organize papers and reports for meetings.
Produce PowerPoint presentations for meetings and seminars.
Act as first point of contact for both internal and external clients wishing to contact the team.
Undertake any other reasonable duties/ad hoc reports as may be requested.
Participate in cross-team and intra-team projects as required.
Adopt the Beazley culture of Professionalism, Integrity, Effectiveness and Dynamic attitude that contribute to an internal environment of teamwork and promotes a positive brand image to our external customers.
Comply with Beazley procedures, policies and regulations relevant to your role. Undertake relevant training on Beazley policies and procedures as delivered by your line manager, the Talent Management development or assurance teams (compliance, risk, and internal audit) either directly, via e-learning or the learning management system.
Comply with any specific responsibilities necessary for your role as outlined by your line manager, the Talent Management development or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas. This may include,
amongst others, Beazley’s underwriting control standards, Beazley’s claims control standards, other Beazley standards and customer relationship management.
Ensure that you uphold the Beazley principle of Treating Customers Fairly.
Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system. These may include, among others, European Strategy Team, US Management team or membership of any Beazley committees.
Education and Qualifications
College degree preferred, or educated to ‘A’ level/High School graduate
Skills and Abilities
Strong communication skills, both verbal and written
Advanced in all Microsoft Office programs. Access skills are advantageous but not essential
The ability to manage time, meet deadlines and prioritise
Excellent understanding of organisational processes
Accurate and numerate
Knowledge and Experience
Proven secretarial / administration experience
Experience of arranging complex travel plans and itineraries
Experience of working with people across multiple locations
Aptitude and Disposition
Outcome focussed, self-motivated, flexible and enthusiastic
Professional approach to successfully interact with managers/colleagues and external suppliers
Team player as well as the ability to use own initiative
Concern for quality