production wizard

Description: Working as part of a small team for the Director of Future Media and Technology Group, to provide effective PA, administrative support for the office and coordination of ad-hoc events & initiatives. CONTEXT BBC Future Media & Technology (FM&T) is critical to the future success of the BBC’s vision as set out in Building Public Value (see http://www.bbc.co.uk/thefuture/ for more details). The BBC has embarked on a process of transformation with the goal of becoming the world’s most creative organisation. Leadership in the development of a coherent technology strategy and the introduction of the enabling technologies and services are essential for this transformation. The Director’s office is a key communications hub for the leadership of FM&T and across the BBC and externally. MAIN DUTIES 1. To support the Director’s PA & Director in the smooth & effective running of the office. Under the direction of the PA, to organise and maintain diary appointments and engagements. To know the commitments and whereabouts of all members of the team, acting as the first point of contact whenever they are unavailable 2. To primarily ensure that key allocated tasks are proactively, fully and competently organised, such as: • travel, UK and abroad • transport & logistics • hospitality bookings • preparation of board papers, presentations & governance documentation • coordination of FM&T presence and/or attendance at key events or initiatives (e.g. trade fairs, open days, etc). 3. To understand the priorities and future requirements of FM&T and to accordingly prioritise work to meet these goals. 4. To organise a variety of periodic and ad hoc meetings, both in the BBC and at other establishments, involving members of the management team, staff in the division, BBC staff from numerous departments and people from outside the BBC, organising hospitality as required. 5. To record and produce minutes of meetings as required. 6. To assist in producing documentation of work including progress reports, summaries of work carried out and quarterly reports. 7. To raise purchase requisitions, track orders and any other purchasing requests, as needed. 8. To ensure that incoming correspondence is dealt with in a timely manner. Effectively managing emails, phone calls and mail as appropriate. 9. To liaise with relevant support services and to assist in arranging the provision of suitable office, telephone and IT facilities. 10. To support Director’s PA in ensuring the smooth running of the office support function for the division. This may involve occasional support for other FM&T Executives and their initiatives. 11. Other relevant duties as directed. KNOWLEDGE, SKILLS AND EXPERIENCE 1. Substantial experience of office administrative support in a similar role, with demonstrable organisational skills and ability to plan and prioritise work while responding flexibly to rapidly changing priorities. 2. Excellent PA skills with demonstrable experience of managing complex and demanding diaries. 3. Excellent MS Office skills (essential Word & Otlook with Excel, PPt desirable). Proficient and experienced in use of web to research. 4. Ability to work unsupervised and use initiative when necessary; able to deal with conflicting priorities calmly and effectively and abile to judge when further reference is necessary. 5. An understanding of the BBC and its operations, with an interest in technology. 6. Knowledge of internal BBC systems, e.g. SAP & myBusiness would be advantageous. 7. Excellent interpersonal and corporate communication skills, verbal and written. Able to demonstrate the ability to be persuasive, confident, articulate and diplomatic with contacts at all levels internally and externally. 8. Discretion when dealing with sensitive or confidential information and documents. COMPETENCIES The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies. Planning and organising - able to think ahead in order to establish an efficient and appropriate course of action for self and others.