Purpose of the Role

The purpose of this role is to provide business support administration to the S&T division.

Key Accountabilities

• Diary Management for the senior leadership team - proactive and professional diary management - leading changes to the diary as they occur/as required, ensuring room bookings are aligned accurately with diaries and ensuring attendees/key partners are advised of meetings/changes where appropriate.
• Administration - Management of relevant administrative tasks, including preparation of papers to support meetings, filing of relevant documentation, handling email correspondence etc. Maintain an effective filing and referencing system, facilitating easy retrieval of information where required.
• Scheduling and helping to prepare for meetings; taking minutes as the need arises. Transcribing notes and taking dictation; drafting letters and responses to external queries.
• Team Travel and Event Coordination - coordinate business travel, hotel accommodation and associated logistical support including transportation. Coordinate all internal and external meetings and events as the need arises.
• Invoicing, Expenses and Compliance - day to day budget management including ensuring all invoices and monthly retainers are paid in line with Group Procurement guidelines and in a timely and efficient manner ensuring that governance is adhered to. Coordinate expense and annual leave workflows on SAP. Ensure that Visa Business Cards are kept in line with bank payment policy and all expenses are recorded and approved as appropriate. Lead a range of compliance requirements for the team - including supplier risk register, gift register, GDPR returns, and other requirements as may arise.
• Proactively work to build strong and effective working relationships within the team and other key partners across BOI Group.
• Undertake ad-hoc projects and research as required.
• Assist in co-ordinating the onboarding of new team members, including engagement with HR, new start set up, induction and orientation, ensuring that new team member has a positive experience to starting with the Department.
• Deputise for the GEC Executive Assistant when required

What is the opportunity

This is an exciting opportunity to join the Bank of Ireland Strategy and Transformation Office as a Business Support Administrator. This position will play a key role in the day-to-day smooth running of the team.

Working at Bank of Ireland doesn't have to mean working in an office to have an impact. Our commitment to enabling colleagues to thrive means that depending on role type you can have choice and flexibility in where you work and live, subject to your role, customer needs and our requirements. We have a Hybrid working model, with home, agile hub and office based options available. We will always list a primary location which can be where you go for in person collaboration, and a location where you can best perform your role. The primary location for this role is Dublin.

Please note you must live in the jurisdiction to the business to which you are contracted.

Essential Skills & Experience

• A proven track record of excellent organisation and coordination skills
• Excellent communication and interpersonal skills coupled with high integrity and self-confidence.
• Strong ability to work collaboratively with people
• A focus on accuracy and attention to detail with the ability to draft documentation with minimal direction, diary management and general office administration skills
• The highest levels of integrity, confidentiality and discretion
• Previous experience of dealing with internal business partners and customers, external parties and senior leaders in a professional manner over the phone and in person.
• Ability to work in a fast paced environment, to tight timeframes on varying agendas simultaneously
• Takes direction/feedback and has the ability to adapt behaviours/style accordingly
• Professional & flexible with a can do demeanour.
• Advanced IT skills including Word, Excel, PowerPoint and SAP.

#li-hybrid #ij-hybrid

Key Competencies

• Customer Focused - Self
• One Group, one team - Self
• Agile - Self
• Accountable - Self
• Manage Risk - Self