Team Assistant

HS2 (High Speed Two) Ltd; Birmingham; On-site; GBP 25,000 - 31,000; Full time

Job summary

HS2 Ltd is seeking a Team Administrator to provide high-level administrative and secretarial support to the Senior Leader and the assigned Directorate. You will manage travel arrangements and support key Directorate meetings, ensuring deadlines are met in a busy executive office.

The role requires experience in handling sensitive information, strong organisation, and adept communication with internal and external stakeholders.

Qualifications

• Essential experience in a busy executive office with workload management and meeting deadlines.
• Ability to prioritise, organise appointments and meetings.
• Excellent minutes and documentation skills, with clear, grammatically correct outputs.
• Proficient IT skills including MS Office, Outlook, and Teams.

Responsibilities

• Act as first point of contact for the Senior Leader and manage mailbox, escalating as needed.
• Coordinate Senior Leader's calendar and engagements, liaising with other PAs as required.
• Gather information, compile reports, and maintain documentation to support the Senior Leader.
• File documentation accurately and maintain the document management system for easy access.
• Manage all travel arrangements within policy and budget.
• Prepare briefing packs, meeting papers and coordinate actions to ensure meetings run smoothly.
• Format presentations for senior management meetings with clear, high-impact visuals.
• Organise site visits and ensure Health and Safety compliance throughout.

Skills

Organisational skills

Meeting management

Minutes & documents

Microsoft Office

Communication

Stakeholder management

Problem solving

Tools

Microsoft Outlook

Microsoft Teams

Job description

Job Description

Contract type: Fixed Term Contract until 30th November 2027

Location: Two Snowhill - Birmingham

Salary: from £27,830 pa (Inclusive of a flexible benefits fund of 10% which is fully pensionable), depending on skills and experience. We also offer a range of competitive benefits - check them out in the Benefits section on our website.

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives, and achieves their full potential. In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish, and providing personal and professional development opportunities.

As a Team Administrator at HS2, you will provide Senior Leader administrative and secretarial support and to provide Team Administration support across the assigned Directorate, with the effective management of the travel arrangements and supporting other key Directorate meetings.

It is an essential requirement that you have experience of working in a busy executive office, including managing workload and meeting deadlines.

About The Role

• Act as first point of contact for the Senior Leader, managing and coordinating the Senior Leaders mailbox, responding to requests for information and escalating requests requiring action to the Senior Leader.
• Manage and coordinate the Senior Leaders calendar of internal and external meetings, including all professional engagements, liaising with other Executive and Senior Leadership Team Personal Assistant’s as required, to ensure effective use of time.
• Gather information, compile reports, and maintain these to support the activities of the Senior Leader.
• Accurately file necessary documentation effectively and maintain the document management system to ensure ease of access.
• Manage all travel requirements and bookings for the Senior Leader within policy and budget.
• Prepare briefing packs, meeting papers and all other documentation, including chasing and co-ordinating agreed actions and responses as required, to ensure meetings run smoothly.
• Format presentations for use in senior management meetings to create clear and high impact presentations.
• Organise Site Visits offsite from beginning to end, ensuring compliance with Health and Safety practices at all times.

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.

Skills

About You

• Organisational skills, with the ability to prioritise, allocate and organise appointments and meetings in a logical manner.
• Meeting management - prepare appropriate documentation for meetings.
• Ability to produce clear, understandable, and grammatically correct minutes and documents.
• Computer and IT skills, including usage Microsoft suites, Outlook and Microsoft Teams.
• Communication skills to engage positively and represent the directorate with a wide range of internal and external stakeholders.
• Relationship building skills with the ability to meet and manage visitors to the directorate and influence across a wide variety of stakeholders.
• Flexible problem solving and dealing with ad-hoc issues whilst also being able to work to specific procedures or protocols.

Knowledge

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

Types of Experience

• Experience of working in a busy executive office, including managing workload and meeting deadlines.
• Experience of handling sensitive and confidential information.

The post-holder is expected to behave at all times in a manner consistent with the HS2 values of Safety, Leadership, Integrity, and Respect

It is expected that you will 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.

As HS2 Ltd do not hold a sponsorship license from the Home Office, we are not able to provide sponsorship to any applicant. Applicants must already have the Right to Work in the UK at the time of application and our process involves a Right to Work validation prior to the interview stage. Note, there are certain types of time-bound visas that we cannot accept. Any offers made to applicants will be subject to satisfactory completion of pre-employment checks which include Nationality & Immigration Status, employment references, DBS, Financial and Education checks.

Any applications received after the closing date will not be considered.

About Us

High Speed 2 (HS2 Ltd) will be the UK’s new high speed rail network. As well as improving capacity, the new scheme will shorten journey times between a number of Britain’s major population centres, boost the economy and create thousands of jobs.

HS2 Ltd will create a skills legacy and develop a diverse range of talent. We aim to be a leader in EDI practice by creating a safe & inclusive working environment for all our staff - living our values of Safety, Respect, Integrity and Leadership.

In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish and providing personal and professional development opportunities.

HS2 Ltd is also a safety-critical organisation. Employees are required to ensure reasonable care of their own and others’ health and safety by taking personal responsibility for working to our 'Safe at Heart' programme principles and following safe working procedures at all times.

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives and achieves their full potential.