Ocado Group is an equal opportunities employer and as such makes every effort to ensure that all potential employees are treated fairly and equally, regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion or belief, age, or disability or union membership status.
About the role
We have two exciting opportunities available to join the Ocado Technology Personal Assistant team as a Junior Personal Assistant's (Permanent full time and 12 month Fixed Term contract - part time hours available). The role's have a dual focus, supporting four Senior Leadership Team individuals.
As an Junior Personal Assistant you will be responsible for providing administrative and personal support. This includes managing complex schedules across multiple timezones, diary management, producing agendas and reports, making travel arrangements, handling correspondence, and managing projects.
In this role, you will report into the Personal Assistant, supporting the flow of work within the team. You will act as a liaison between other members of the organisation whilst maintaining confidential information. You will be collaborative in your approach and work closely with the wider Personal Assistant team.
Please note: there are two roles available
- Permanent Full time
- 12 Months FTC part time hours
In this role you will be responsible for
- Extensive diary management supporting Senior Leadership Team Members within Ocado Technology: including arranging meetings with internal or external clients; book meeting rooms at various locations, organise catering; book travel and accommodation and arranging travel itineraries.
- Assist in setting up, supporting & SliDo moderation of Stream or Department specific Town Halls & Live streams.
- Other general administrative duties include; monthly credit card and expense reconciliations, submitting expense claims for the Senior Leadership Members you support, raising POs, ensuring invoices are processed in a timely manner; ordering stationery and business cards, arranging parking permits for visitors and dealing with post within the Division.
- Building cross-Divisional relationships with the Global Ocado Technology offices.
- Assist with planning and running in house Ocado Technology Events or Stream/Department specific Away Days and Events.
- Provide support to the Stream/Department with UK travel and accommodation bookings, International flight and hotel bookings, booking car hires, train travel and taxi bookings, keeping an accurate and detailed log of all travel requests.
- Consistently demonstrate the core Ocado and Ocado Technology values, contributing to the business in a helpful, polite and professional manner undertaking any task however big or small.
- There is an element of physical activity to the role including manual lifting. Should a company event be held in the evening or weekend, you may be required to assist.
About you (experience we seek)
- Previous experience as a Personal Assistant or Team Assistant to Senior Management level.
- Experience of working successfully with Senior Management.
- Excellent written and verbal communication skills
- Proven planning and organising abilities and a high level of attention to detail
- Excellent organisational skills, such as ability to manage multiple diaries, organise complex travel and accommodation reservations.
- Support and assist in meetings; taking minutes, recording meetings, time stamping or generally prepping for the session.
- Ability to prioritise workload and tasks accordingly
- Intermediate level IT Skills and familiar with Cloud based tools such as Google Apps including Gmail, Drive, Calendar, Docs, SliDo etc.
- An Approachable, Flexible, Engaged, Creative and Attentive attitude
What we offer you
Our employee benefits are designed for you, we care about people and we've ensured we have a wealth of benefits that focus on your well-being. We regularly review our benefits to ensure we are supporting our employees appropriately.
- 30 days ‘working from anywhere in the world' policy
- Wellbeing support through dedicated apps and an Employee Assistance Programme
- 25 days annual leave, rising to 27 days after 5 years service (plus optional holiday purchase)
- Pension scheme (various options available including employer contribution matching up to 7%)
- Generous Private Medical Insurance
- Income Protection (can be up to 50% of salary for 3 years) and Life Assurance (3 x annual salary)
- 22 weeks paid maternity leave and 6 weeks paid paternity leave (once relevant service requirements complete)
- Train Ticket loan (interest-free)
- Cycle to Work Scheme
- Free shuttle bus to and from Hatfield Train Station to the Hatfield offices
- Free shuttle bus to and from Welwyn Garden City Train Station to the Welwyn Garden City offices
- Opportunity to participate in Sharesave and Buy as You Earn share schemes
- 15% discount on Ocado.com and free delivery for all employee