Assistant GPM

About Us

A career at Hitachi Rail will help create a legacy. With operations in every corner of the world, our work goes to the cutting-edge of digital transformation and technology. From the multi-cultural strength of our global organisation to the sustainable and innovative ways we work to bring people together, there’s something for everyone to get stuck into. And that’s where you come in.

Primary Purpose of the Role:

PAs support GPM and PMs to make the best use of their time by being proactive in dealing with secretarial and administrative activities.

PAs need extensive knowledge of the organization. Knowing the key personnel (internal and external) and understand the organizations aims and objectives.

PAs are heavily relied on by their managers, trusting that work will be handled efficiently in their absence, discretion and confidentially are essential attributes.

Working closely with GPM and PMs to provide high level administrative support and helping them make the best use of their time. In addition, the PA Teams are required to work as a close unit to ensure that they are able to offer seamless cover for the Executive Management Team as a whole.

Responsibilities:

DiaryManagement:

• Organizing, prioritizing and maintaining diaries and making appointments including the capturing of routine appointments
• Ensuring all necessary information has been captured within the appointment. (For example, venue, purpose of meeting, invitees, maps and briefing papers, if necessary, etc.)

Meetings:

• Organizing meetings and ensuring all necessary information for the meeting has been captured on the invite
• Ensure that his/her GPM is well prepared for all meetings particularly informing the GPM if any preparation is required for the meeting
• Meeting preparation. To include analysis of agenda and the Minutes/Actions of previous meetings and preparation/collation of the relevant presentation material, coordinating input from attendees and producing hand-out packs where necessary.
• Provide support to meetings with respect to taking informal notes or formal minutes and progressingactions.
• Provide an information pack where necessary for each meeting. Including minutes/actions from last meeting, copy of presentations, etc.

Travel:

• Arrange travel and accommodation. (For the team/department)
• Challenge, as appropriate, methods and costs of travel prior to booking
• Provide travel pack to the GPM prior to travel including itinerary, maps, contact numbers and any other supporting information.

Hosting Visitors:

• Meeting and greeting visitors at all levels of seniority
• Ensure all necessary arrangements for the visit and site security rules are observed
• Providing support throughout the visit ensuring the visit runs smoothly and any issues are dealt with in a timely manner.

DataManagement:

• Dealing with incoming email and post. Screening of junk mail
• Devising and maintaining office systems, including data management, filing (hard and soft) etc.
• Monitoring IT/Smartphone accounts, managing technical glitches
• Maintaining task list of the GPM and allocating diary time for resolution of tasks. Support the line GPM in progressing actions
• Producing PowerPoint presentations, documents, briefing papers and reports when necessary.

Othertasks:

• Completing expense claims for the GTS Leadership Team
• Organize and expedite the flow of work through the senior team; anticipate the administrative needs of the office and proactively develop relationships and systems to ensure optimum performance
• Develop a practical, working knowledge of the organizational structure of the business; use this appreciation of the wider context to priorities the GPM’s work and appointments
• Screening telephone calls, enquiries and requests, and handling when/as appropriate
• Carrying out specific projects and research
• Provide cover for other PAs for sickness, holidays and other absences
• Champion site policies and procedures
• Building relationships and liaising with Clients, suppliers and other staff
• Organizing off site team days etc. as required.
• Overseeing the on-boarding of new staff, liaising with other departments to organize IT/phones, HSE/Induction training and produce and organize induction agendas.
• Support the generation of new policies and processes.
• Adherence to GTS Charter as appropriate.

Requirements:

• Proven experience as a PA to a Director, GPM or equivalent in a busy industry environment.
• Excellent spoken and written English
• Awareness of the company’s vision and goals and of the department’s processes and procedures
• Intermediate skills in use MS office software (Outlook, Word, Excel & PowerPoint)
• Demonstrates business awareness, good communication skills (verbal and written) and ability to interact effectively, courteously and professionally both within internal and external customer communities
• Able to priorities workload and complete work within agreed timescales to outstanding quality requiring minimal rework/no rework
• Must be able to work independently as the GPM will often be out of the office. Self-motivated and enthusiastic
• Have outstanding organization skills. Ability to meet stretch deadlines and demands of the team. To be proactive in finding solutions to problems
• Ability to ‘think on feet’ and make last minute decisions working within pressurized situations
• Able to deal with people at all levels of the organization
• Handles confidential and sensitive information in a discrete and controlled manner
• Effective personal organization and an ability to remain composed and focused under pressure.
• Ability to challenge the status quo and suggest improvements
• Is flexible to meet changes in the business
• Is able to make decisions within the field of delegation
• Handles problems with an open mind
• Challenges where appropriate
• Flexibility – Ability to address issues in short timescales and remain calm under pressure
• Uses initiative in anticipating needs, taking appropriate actions without prompting, being creative in proposing or developing ideas/solutions.
• Able to work alone and use initiative.
• Actively contributes towards functional objectives
• Natural ability to build and sustain strong working relationships at all levels.

Thank you for your interest in Hitachi Rail. If your application is of interest, we will be in contact. Please do not hesitate to discover more about us and our latest jobs at https://www.hitachirail.com/careers.

At Hitachi Rail, there is a place for everyone. We welcome and value differences in background, age, gender, sexuality, family status, disability, race, nationality, ethnicity, religion, and world view. It is our commitment to create an inclusive environment - we are proud to be an equal opportunity employer.

We would be delighted if you would be one of our followers at https://www.linkedin.com/company/hitachirail.