Vitality is an award winning, dynamic and vibrant financial services provider, with a ground-breaking vision for the future, where individuals are enabled to succeed and are rewarded and recognised for their contribution to our business. We’re the UK insurer and investment provider that rewards people for positive lifestyle choices. With 1.25m+ UK members and more than 25m globally, we’re out to make the world a healthier, happier place. This applies as much to our people as it does to our members.
Our CORE PURPOSE is to make people healthier and to enhance and protect their lives. From people to products and processes, we aspire to deliver on our purpose in everything we do.
Our VISION is to be the BEST financial services provider in the UK
We are looking for talented individuals who are committed to living our values and delivering an award winning service to our customers.
Overall Job Purpose
Provide comprehensive secretarial/administrative support directly to three executives/senior managers, exercising confidentiality, tact and diplomacy.
Collaboration with other Personal Assistants within the business to ensure an efficient working approach, to share ideas and ensure processes are aligned
Take comprehensive minutes of meetings and ensure all actions points are completed throughout the business
Preparation and distribution of meeting agendas and documentation
Co-ordinate complex and/or critical events & meetings, making all necessary arrangements such as distributing branded invites and arranging catering, preparing advance documentation and ensuring appropriate recording and follow-up of actions.
Provide an extensive, professional diary/time management service, building in deliverables and deadlines, regular meetings and performance management responsibilities.
Management of priorities regarding meeting schedule to maximise effective use of time
Represent the business as appropriate with external bodies or business contacts, maintaining appropriate working relationships and ensuring Vitality’s image is enhanced.
Maintaining accurate records of invoicing and expenses
Maintaining accurate records of absence and annual leave for al direct reports of managers
Balance delivery of key tasks, prioritising work according to business pressures and deliverables, challenging appropriately.
Prepare variety of documents, using standard formats/packages, adhering to brand guidelines and regulatory requirements. Sensitive management of confidential, strategic, personal, and business critical information.
Management of e-mail system, to include prioritising, replying/delegating in managers’ absence.
Prioritise, acknowledge and distribute correspondence
Make travel arrangements (rail/air/accommodation etc.), booking in advance where possible to ensure cost effectiveness.
Establish and maintain administrative systems and processes which ensure appropriate document storage and retrieval
Undertake routine administrative tasks such as photocopying & collating of information
Compliance – to ensure that you understand and adhere to Vitality’s Code of Conduct and where appropriate, comply with all relevant regulatory policies. This includes completion of any mandatory training requirements.
Financial Controls – Ensure all expenditure commitments (orders, contracts, budgets etc.) and all payments are properly authorised, controlled and monitored, in accordance with delegated authority requirements.
Intermediate knowledge of IT software packages including Word, Excel, PowerPoint and Outlook
Comfortable with the use of Skype for Business and Microsoft Teams
Significant PA/secretarial experience
Experience in taking verbatim minutes in senior meetings
Ability to manage a busy and challenging diary
Ability to prepare and organise complex travel itineraries
Impeccable communication skills, both written and verbal
Strong organisational and administrative skills
Capable of working under pressure, using own initiative and with minimal supervision
Flexible working style
Ability to work in a team environment, using initiative and working under pressure to set deadlines
Champion Vitality values
Corporate event management experience
Experience working within the financial services or insurance industries
Previous experience supporting multiple Directors simultaneously
Working for Vitality, you'll experience an exciting mix of creativity and innovation, within a framework of challenging objectives and a passion for delivering the best. We think work should be fun and sociable, and we want our people to get the most out of every day. Our people are chosen for their skills, knowledge, enthusiasm and attitude but above all, their belief that anything can be achieved.
As well as a highly competitive pay package, you’ll enjoy: complimentary breakfasts; regular onsite physical and mental wellness workshops; on-site health checks; annual flu jabs and access to our full range of partners and rewards. It’s what we call offering shared value, because a healthy, happy team is good for us, good for our members and good for you.