Secretary / Administrative Assistant

Job Introduction

At Serco, we strive to promote and enable the diversity, development, wellbeing and safety of our people. We understand that healthier, happier employees go hand-in-hand with strong business performance, enhanced productivity and better outcomes for those we serve. We want everybody who works for Serco to have a positive experience and access to opportunities to develop in their chosen careers.

Serco is among the leading Space Industry and Services Companies. We have over 40 years’ experience in supporting the space sector: Since the creation of the European Space Agency (ESA), our employees have been providing everyday their technical, scientific and management skills to support the full range of European cornerstone space missions. 

What connects the ever-growing Serco workforce is a passion for delivering great service –
To keep ahead, we have to evolve continually and enhance the way we deliver our services. Everyone in Serco has a role to play, here.

Serco provides the right environment to encourage ideas and a comprehensive Best Practice support network that enables them to put their ideas into action.

Does working in a Serco environment sound appealing to you?

We would love to hear from you and your interest in the new opportunity of Secretary / Administrative Assistant  in Harwell !

Role Responsibility

• Supporting the Line Managers and teams in the preparation and follow up of administrative, organisational and contractual matters.
• Planning/coordinating the commitments and meetings, organising calendar and keeping the Line Managers informed on all issues of concern;
• Supervising the preparation of files for such meetings and any special subjects
• Answering incoming calls and performing a pre-screening of these calls for direct connection with the Line Managers or for reply at a later time. Keeping organised records of these calls and checking closure and follow up.
• Analysing incoming mail- paper and e-mail - and presenting these data in an organised and prioritised manner. Ensuring that important and urgent mail reaches staff to insure timely responses.
• Ensuring the diffusion of information for the Teams.
• Preparation of staff missions and travel arrangements.
• Coordinating actions with other secretaries of the Department/ Division; Administrative support Coverage for other units when colleagues are on leave.
• Composing routine correspondence and keeping a filing system for incoming/outgoing mail. Generating documents and textual and graphics presentations.
• Check for correct authorisation, substantiating documentation and adherence to Agency rules and practice (ref. leave, mission, conference, authorisation with regards to Staff Rules and Regulations, as well as financial procedures). For the execution of the tasks the contractor will be expected to use related ESA Corporate software tools and documentation systems
• Administering and maintaining the office documentation systems. Setting up the folder structure, registration, filing and distribution of correspondence and other documentation processed.
• Follow up of teams’ actions.
• On personal initiative or on instructions, collecting information and documents necessary for the teams to take actions on given issues.
• Interfacing and providing support to teams on administrative matters related to use of the relevant systems.
• Coordination with Facility Management for local, on-site support (e.g. staff and contractors TUD/leaving/relocating)
• Participating to Events organisation

In return, we offer a friendly, supportive and professional environment that respects your work/life balance and ultimately contributes to the delivery of public services in Belgium and around the world.

Successful Candidate

• Administrative assistant experience at executive level and in an international context
• Strong knowledge of Microsoft365 and Teams
• A good knowledge of the various ESA tools (i.a. MAS, ESA-P) is welcomed 
• Strong command of the English language. Knowledge of another European language is considered an asset;
• Knowledge of working methods in the space/telecommunications sector is considered an asset;
• It is important to note that this position requires a high level of confidentiality

Package Description

Joining Serco's amazing team offers:

• Competitive Salary 
• Great career opportunities in the Space industry
• Competitive Salary
• Corporate Benefits Package
• Support provided to EU Nationals requiring relocation – Information available upon request
• Company events
• International environment

About the Company

Why should you join Serco ?

At Serco not only is the nature of the work we do important, everyone has an important role to play.

Meaningful and vital work - You’ll contribute to methodologically intercepting challenges whilst achievements will also be recognised and celebrated.

A world of opportunity - You’ll be wholeheartedly supported with development and career progression

Great people - You’ll become an integral member of a well-defined and supportive team who believe passionately in the value of our work.

What we offer

• Chance to contribute to innovation in the public services sector
• A company passionate about diversity and inclusion
• Permanent employment with comprehensive Serco Benefits package.

About Serco

At Serco, not only is the nature of the work we do important, everyone has an important role to play when managing complex public services.  

We are a team of 60,000 people responsible for delivering essential public services around the world, we are innovators, committed to redesigning and improving public services for the benefit of everyone.

By joining Serco you will have unlimited access to our Global Employee Networks – SercoInspire (Gender), SercoEmbrace (Multicultural), SercoUnlimited (Disability) and In@Serco (LGBT & Networks). Serco Employee Networks, led by colleagues who are passionate about diversity, inclusion and belonging. 

Apply

Please click on the apply button to be taken to our careers website

Serco is a Disability Confident Employer committed to employing and retaining people with disabilities.  Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview.

Serco European Agencies