Team Assistant

Workplace, ITV Leeds

12 month fixed term role, Part time (22.5 hours per week)

The Role

To provide administrative support to the Content Services Senior Manager and Head of Content Library, and carry out general organisational, administrative and operational duties for the teams.

Key responsibilities

• Diary management including arranging meetings, booking time in calendars and liaising with multiple departments, stakeholders and suppliers.
• Arranging travel and accommodation using bespoke booking systems
• Processing invoices and purchase orders and expenses using internal finance systems
• Managing the internal leave tracking system including setting up new users and maintenance
• Assisting with planning and delivering team events
• Taking meeting notes / minutes
• General administration duties for the department including purchasing office/technical equipment when required
• Support and maintenance of key social media and marketing channels including the Content Services website
• Providing administrative support to the Heads of Department
• Support and assistance in providing Monthly Stats and Financial Reporting to Finance
• Planning and arranging work experience students, creating agendas and completing the relevant forms for HR before they arrive.
• Monthly reports on the department, with the aim to update the wider CS&D
• Project support on the Content Library’s Digitisation programme
• Assisting the teams with operational tasks, such as timecode capture, archive research tasks and metadata enrichment

Skills you’ll need (minimum criteria)

• Diary Management: Proven track record in complex diary management, scheduling, and managing conflicting priorities.
• Google Workspace: High proficiency across Google Workspace apps (Docs, Sheets, Slides, Gmail, and Calendar).
• Minute-Taking: Experience in accurate minute-taking and tracking follow-up actions for key meetings.

Other things we’re looking for (key criteria)

• Excellent organisational skills
• Excellent communication skills
• Discretion and sensitivity is essential
• Ability to work accurately under pressure
• Good attention to detail
• Computer literate and keen to use new technology
• Enthusiasm to learn
• Someone who is motivated, proactive, and a team player but also able to work on their own initiative.
• Personable, friendly and confident
• Adaptable
• Ability to develop strong working relationships at all levels across ITV and externally
• Ability to communicate with stakeholders at all levels of the business
• Can work seamlessly across multiple tasks/project simultaneously
• Understanding of video formats and systems is desirable but not necessary