Personal Assistant

Job description

Role Purpose
· This role provides administrative and secretarial support to the Global Head of HR - Operations, and Global Head of HR - Technology, within the HOST HR function. Both lead a small team of global HR Business Partners.
· The HOST HR function provides HR services to the Technology, Operations & Services functions of HSBC, which combined employ over 65,000 permanent employees.
· The job holder will be a strong team player with exceptional organisational, interpersonal and communication skills to enable the Heads of HR be effective in their roles, in terms of managing their work schedules, and some team coordination activities.
· The role has a great deal of autonomy and the job holder will be expected to manage and prioritize your own daily workload and work across the team as required, as well as collaborating with other PAs/EAs to cover any absences.
· The role requires a diplomatic and discreet approach due to the sensitive nature of the responsibilities of the roles you will be supporting.

Key Accountabilities
Impact on Business
· Effective running of the work schedules of the Global Heads of HR, including assessing priority of appointments and reallocation as necessary.
· In-box management: sorting/prioritising, distributing and responding or drafting responses to incoming mail in a timely and efficient manner.
· Co-ordinate meetings across multiple timezones, overseas travel, prepare itineraries and organize visas where appropriate
· Ensure the meeting papers are available in advance of meetings
· Assist with queries and help navigate as required
· Expenses processing and management
· Event assistance as required
· Track deadlines as required
· Ad hoc admin
· Acting as a key liaison point between the senior managers and other key parties, setting up meetings as appropriate and maintaining good communications.
· Receiving and dealing with telephone calls professionally, re-directing or taking messages and using initiative to deal with queries.
· Organising and maintaining effective filing systems.
· Providing cover for other senior PAs/EAs as required.
· Any other duties as may reasonably be required, consistent with the grade of the post.


Customers / Stakeholders

· Act as a liaison with others within and outside HSBC handling activities such as event planning, travel arrangements and programme follow up.
· Build strong and trusting relationships with HOST HR Team.
· Build strong relationships with other parts of HR and HOST functions, adopting a joined up approach, to execute processes at pace and with minimum conflict.
· Ensure all internal mandatory requirements are met on time.

Leadership & Teamwork

· Support achievement of the HSBC vision, values, goals and culture in personal behaviour, actions and decision making.
· Take personal responsibility for understanding and agreeing performance expectations, completing the necessary mandatory training and developing the levels of capability and competence needed to be effective in the role.
· Contribute to team development, effectiveness and success by sharing knowledge and good practice, working collaboratively with others to create a productive, diverse and supportive working environment.


Operational Effectiveness & Control

· Individuals are responsible for their own effectiveness, development and results.
· Suggest ideas and contribute to implementing actions that will improve customer service, quality or the way teams and individuals work together.
· Adhere to HSBC policy, procedures and control requirements applicable to day-to-day working, exceptional and project activities, and raise any concerns about actual or potential issues promptly, in line with reporting and escalation procedures.
· Continuously monitor and gather information to assess potential impacts and identify possible risks and opportunities for the business.
· Ensure that all staff and activities comply with existing regulations and audit requirements
· Integrity, conduct and performance against ethical standards
· Apply policies, procedures, practices and standards to their allocated tasks, taking responsibility for their own actions, to ensure the achievement of high levels of quality, effective risk management and regulatory compliance.

Role Context
· The jobholder will be required to work independently with minimal supervision/oversight. A great deal of flexibility is required to manage the challenges of multiple tasks along with good time management skills. A high degree of confidentiality is required due to the nature of the role.
· The jobholder will ensure the fair treatment of our customers is at the heart of everything we do, both personally and as an organisation.
· This will be achieved by consistently displaying the behaviours that form part of the HSBC values and culture and adhering to HSBC risk policies and procedures, including notification and escalation of any concerns and taking required action in relation to points raised by audit and/or external regulators.
· The jobholder is responsible for managing and mitigating operational risks in their day to day operations. In executing these responsibilities, the Group has adopted risk management and internal control structure referred to as the ‘Three Lines of Defence'. The jobholder should ensure they understand their position within the Three Lines of Defence, and act accordingly in line with operational risk policy, escalating in a timely manner where they are unsure of actions required.
· The jobholder will adhere to and be able to demonstrate adherence to internal controls and will implement the Group compliance policy by adhering to all relevant processes / procedures. Management of Risk

· The jobholder will ensure the fair treatment of our customers is at the heart of everything we do, both personally and as an organisation.
· This will be achieved by consistently displaying the behaviours that form part of the HSBC values and culture and adhering to HSBC risk policies and procedures, including notification and escalation of any concerns and taking required action in relation to points raised by audit and/or external regulators.
· The jobholder is responsible for managing and mitigating operational risks in their day to day operations. In executing these responsibilities, the Group has adopted risk management and internal control structure referred to as the ‘Three Lines of Defence'. The jobholder should ensure they understand their position within the Three Lines of Defence, and act accordingly in line with operational risk policy, escalating in a timely manner where they are unsure of actions required.

Observation of Internal Controls

· The jobholder will adhere to and be able to demonstrate adherence to internal controls and will implement the Group compliance policy by adhering to all relevant processes / procedures.

Desired profile

Qualifications :

Essential
·  Relevant experience as a Personal Assistant to senior management.
·  Excellent team working skills with the ability to work collaboratively and co-operatively with colleagues.
·  Ability to organise and plan own work.
·  Ability to manage a demanding and fluctuating workload, work to deadlines and assimilate large quantities of written and verbal communication quickly.
·  Exceptional interpersonal and communication skills, including the ability to ensure effective communication with a wide range of contacts both internal and external to HSBC.
·  A flexible, calm and pro-active approach to work including the ability to anticipate the needs of the Global Heads of HR, prioritise and re-prioritise to achieve successful outcomes.
·  Ability to deal with sensitive information with discretion and to maintain confidentiality at all times.
·  Resourceful in working through urgent topics.
·  Excellent IT skills i.e. proficient use of Microsoft Office Word, Excel and PowerPoint.
Desirable
·  Experience of working in HR
·  Programme Management Office experience

As a business operating in markets all around the world, we believe diversity brings benefits for our customers, our business and our people. This is why HSBC is committed to being an inclusive employer and encourages applications from all suitably qualified applicants irrespective of background, circumstances, age, disability, gender identity, ethnicity, religion or belief and sexual orientation.

We want everyone to be able to fulfil their potential which is why we provide a range of flexible working arrangements and family friendly policies

We are an equal opportunity employer and are committed to creating a diverse environment.

https://www.hsbc.co.uk/1/2/popups/uk-privacy-statement#/ overview