Administrative Assistant

Team Coordinator

Birmingham, 3 days onsite

Contract end date: 30/07/2026

• Manage and co-ordinate various team members diaries of internal and external meetings, including all professional engagements and any other appointments, liaising with others as required to arrange meetings with key stakeholders to ensure effective use of time.
• Prepare meeting papers and all other documentation including chasing agreed actions as required for meetings to run smoothly.
• Format presentations for use in senior management meetings to create clear and high impact presentations.
• Manage and co-ordinate team meetings and ensuring the team are well briefed on wider activity.
• File all documentation effectively to ensure ease of access as required.
• Manage all travel and accommodation requirements effectively and within guidelines.
• Act as point of contact for all enquiries for information, redirecting and responding to calls, and ensuring that all other tasks are completed to a high standard as required.
• Assist in all areas of day-to-day duties through the provision of ad hoc administrative support.
• Update and maintain financial records for the Department/ team.
• Manage projects as assigned through to completion.
• Actively promote and embed Equality Diversity and Inclusion (EDI) in all your work, and support and comply with all organisational initiatives, policies and procedures on EDI.

• IT skills including the full use of MS Office suite or equivalent.
• Organisational skills, with the ability to prioritise, allocate and organise appointments and meetings.
• Booking of trains, hotels and Car Hire on travel database.
• Able to complete support and administrative tasks to agreed deadlines and level of detail.
• Meeting management skills - prepare appropriate documentation for meetings.
• Ability to produce minutes and documents.
• Ability to take on projects from beginning to end, ensure effective management of the Directorate.
• Relationship building skills with the ability to meet and manage visitors to the Directorate and influence across a wide variety of stakeholders.
• Problem solving skills and dealing with ad-hoc issues whilst also being able to work to specific procedures or protocols.
• Communication and interpersonal skills, and ability to handle sensitive issues with discretion and diplomacy.

• Knowledge of office and business management.
• Knowledge of board and senior meetings processes.

• Experience of providing administrative and secretarial support to senior stakeholders, including managing workload and meeting agreed deadlines.
• Experience of handling sensitive and confidential information.