Team Coordinator

HS2 (High Speed Two) Ltd; Greater London; On-site; GBP 28,000 - 32,000; Full time

Benefits offered by this job

Flexible working

Personal development opportunities

Job summary

HS2 Ltd is seeking a Team Coordinator in London to support the Commercial Development Team with diary, travel and admin duties. The role requires experience providing admin support to senior stakeholders and the ability to manage multiple priorities with deadlines.

The position is permanent, on-site at The Podium, London, with inclusive benefits and a focus on equality, diversity and inclusion. Sponsorship is not available.

Qualifications

• Experience providing administrative and secretarial support to senior stakeholders, with ability to manage workload and meet deadlines.
• Proficient in MS Office and general office systems.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication; able to handle sensitive information with discretion.

Responsibilities

• Manage and co-ordinate team diaries and travel arrangements; liaise to book meetings with key stakeholders.
• Prepare briefing packs, papers and documentation; chase actions to ensure meetings run smoothly.
• Format presentations for senior management meetings to create high-impact outputs.
• Coordinate communications activities and staff newsletters; support team meetings and briefings.
• File documentation for easy access; update financial records in Oracle and local systems.
• Manage travel and accommodation within guidelines; act as first point of contact for enquiries.
• Provide ad hoc administrative support to ensure the Commercial Development team operates effectively.
• Lead and support projects through to completion; ensure sound financial management.

Skills

MS Office

Organisational skills

Meeting management

Minutes taking

Diary management

Travel coordination

Stakeholder liaison

Discretion and diplomacy

Project coordination

Job description

Job Description

Location: The Podium - London

Salary c: £27,622pa to £32,497pa (inclusive of a flexible benefits fund of 10% which is fully pensionable) depending on skills and experience, as well as 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.

About The Role

As a Team Coordinator at HS2 you will support the Commercial Development Team with the effective management of their various diaries, travel arrangements and supporting them to deliver key priorities.

It is essential you have experience of providing administrative and secretarial support to senior stakeholders, including managing workload and meeting agreed deadlines.

This is a permanent role and as HS2 Ltd do not hold a sponsorship license from the Home Office, we are not able to provide sponsorship to any applicant.

• 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 briefing packs, 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 the Station Operations and Commercial communications activity co-ordinating team meetings and ensuring the team are well briefed on wider HS2 activity, participate in staff surveys, and manage the production of the Comm Dev staff newsletter.
• 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 from the Commercial Development Team, 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 to ensure the Commercial Development team works effectively.
• Update and maintain financial records for the Department/ team on Oracle and using local systems to ensure sound financial management.
• 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.

Skills

About You:

• 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.
• 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

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

Types of Experience

• Experience of providing administrative and secretarial support to senior stakeholders, including managing workload and meeting agreed deadlines. (Essential)
• 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.

We ask for a variety of detail in your online application; however, we perform the first assessment of suitability for a role based solely on the information in your CV. In a further development of our efforts to create a more diverse workforce, your CV will be anonymised, and personal information will be removed during the first stage of the application review. This removes bias from the process and makes it even more important that you attach an updated word version of your CV for each new application ensuring you include evidence directly related to the criteria in the job advert.

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

All applicants will be notified of the outcome of their application. However, due to the volume of applications we receive, we are unable to provide individual feedback.

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.