Back Officer

Requisition ID 33167 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Regular Contract Length Posting End Date 14/02/2023

Purpose of Job

The Officer provides administrative support to the Senior Officer on Board-related travel and expenses, ensuring these are processed in compliance with all relevant policies. The Officer also provides support to the Board Administration function on administrative processes such as the co-ordinator role for the Board of Directors, as well as the broader Board & Institutional Affairs team as required. This role will involve dealing with colleagues of all levels throughout the Bank as well as requiring some level of senior client communication.

Background

Background

The Officer provides administrative support whilst taking on responsibility for important processes.

The role may also provide secretarial support for a number of senior level managers and their team.

This role will involve dealing with colleagues of all levels throughout the Bank as well as requiring some level of senior client communication.

Accountabilities & Responsibilities

Accountabilities & Responsibilities

• Assist the Senior Officer with processing all Board travel and expenses.
• Support Board Administration with administrative processes relating to the Board of Directors, working independently as well as with supervision.
• Support BIA with arranging meetings, travel and processing expense claims.
• Prepare presentations and other applicable documentation for the team for speaking/meeting engagements.
• Depending on the individual team, function as the HR, IT Stationery, Archives, Project/Live link and Departmental coordinator to ensure the smooth running of the team and that procedures are adhered to.
• Coordinate hotel/travel arrangements, itineraries, arranging visas and producing expense claims relating to travel & hospitality.
• Managing diaries, arranging internal & external meetings & conference calls/video conferencing & receiving visitors.
• Arrange and confirm meeting appointments for assigned managers.
• Draft routine business correspondence, edit & proof and obtain the relevant sign offs.
• Provide cover for other admin/secretarial staff in the team during absences
• Where required provide secretarial support, either additionally or as cover as directed by the Line Manager.

  Knowledge, Skills, Experience & Qualifications

  Academic Qualifications

  • Secondary/High School Education
  • Fluent English, with excellent written and oral communication skills
  • Knowledge of another language both written and spoken would be useful

    Experience/Knowledge

    • Administrative and secretarial experience essential
    • High level of numeracy
    • Attention to detail and eye for accuracy
    • Ability to build effective working relationships with clients and colleagues at all levels in a multicultural environment
    • Strong team player, with the ability to work highly efficiently and to handle simultaneous assignments involving a wide range of Bank-wide contacts.
    • Ability to exercise judgment on and deal discreetly with confidential/sensitive information and data
    • Excellent organisational and administrative skills
    • Ability to prioritise workload, cope under pressure with continuously changing priorities with no or little supervision, schedule own work and take initiative
    • Excellent interpersonal and communication skills at all levels in a multicultural environment
    • Ability to work to tight deadlines is essential

      Technical Skills

      • Computer literate: Windows: Microsoft Outlook, Word, Excel, PowerPoint, Teams
      • Proven skills to produce business correspondence and document writing, summarise information in written narratives and presentations including textual, numeric and graphic/charts parts
      • Knowledge of SAP desirable but not essential

        Please be advised internal applicants are only eligible to apply once the probation period in your current role has been passed.

        Please note that CCTs and applicants working directly for a Board office can only apply for jobs advertised via the external website.