Job title – Business Admin Support
Salary – £27,000 to £30,000 depending on skills, knowledge and experience
Location – Southwark, London SE1, with hybrid working
Contract Type – TfL
Permanent role
Overview of project/role
Investment Delivery Planning (IDP) is a pan-TfL directorate with over 200 staff. We are key to realising the Mayor’s Transport Strategy, delivering the benefits and outcomes of TfL’s Capital Investment Programme for Londoners. We sponsor a range of complex projects, programmes and portfolios across London Underground, Surface Transport and Crossrail.
We now have an opportunity for a Business Admin Support to support our directorate.
You’ll provide effective professional and comprehensive administrative support to multiple Heads of Department and other team members as required. Ensuring they have the relevant material for meetings, projects and day to day activities, which includes preparing reports, presentations, conducting research and undertaking diary management and administrative functions.
Key Accountabilities
Your duties will include, but not be limited to:
- General coordination of running the office, supporting management and administration functions, including diary management, email management, SAP management and workflow management
- Liaising with other departments to ensure that the Heads of Department and Senior Managers have the requisite material for meetings
- Organise and attend meetings, where appropriate
- Facilitating accommodation requests, coordinating audio visual requirements, greeting external attendees, ensuring all attendees are clear on the agenda and ensuring that attendees receive the agenda and materials in advance
- Produce clear, high-quality presentations and reports, (both ad-hoc and periodic as required), for internal and external audiences to help with management decisions
- Manage a system for effective handling and tracking of workflows and commitments for Heads of Department and management teams, taking responsibility to plan and prioritise work activities as directed by the Heads of Department and senior managers
- Bring to the attention and manage actions delegated by and assigned to all Senior Managers ensuring systems are in place to provide regular updates on outstanding actions
- Act as the focal point for the processing of enquiries, by monitoring, filtering and flagging urgent correspondence
- Undertake research on topics and initiatives as directed by the Heads of Department and Senior Management Teams (e.g., staff engagement activities, reporting, etc.)
- Coordinate and ensure timely completion of reporting including supporting the process for intra-departmental and inter-departmental communications, i.e., briefings, newsletters, etc.
- Implement and manage effective administration processes, carry out printing, photocopying and other administrative tasks as required
- Create shopping carts, goods receipt notes and other financial transactions in the SAP system, tracking and ensuring the delivery of purchases
Skills, Knowledge & Experience
Skills
- Attention to Detail – Basic (Essential)
- Business document production (includes Word processing, Spreadsheets and Presentations) – Intermediate (Essential)
- Email and diary Management – Intermediate (Essential)
- Microsoft office packages (Essential)
- Information Management & reporting – Basic (Highly desirable)
- TfL Policies and Procedures - Basic (Highly desirable)
- Monitoring Data Management systems – Basic (Desirable)
Knowledge
- 5 GCSEs or equivalent including pass grades in Maths and English (Essential)
- An understanding of Transport issues in the Public Sector Domain (Desirable)
Experience
- Good written English with proven experience of report and letter writing (Essential)
- Experience of working under pressure and to deadlines (Essential)
- Experience of managing demanding diary commitments on behalf of a senior manager (Essential)
- Experience of maintaining and implementing administrative and filing systems (Essential)
- Experience of supporting a large team (Highly desirable)
- Experience of representing a senior manager with internal and external interests at all levels (Desirable)
Equality, diversity and inclusion
We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair.
Application Process
*** Candidates who have previously applied for this role within
the past 6 months should not re-submit an application on this occasion ***
- Please apply using your CV and a one-page covering letter. Word format preferred and do not include any photographs or images
- Think carefully about the skills, knowledge and experience in the advert and cover this in your CV and cover letter. Word format preferred and do not include any photographs or images
The closing date for applications is 03 April 2023 @ 23:59
We reserve the right to close this advert sooner, once sufficient candidate numbers have been received.
Benefits
In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the business area but mostly include:
- Final salary pension scheme
- Free travel for you on the TfL network
- Reimbursement of 75% of the cost of a standard class Ticket for National Rail travel from home or 75% reimbursement on a 28-day flexi ticket
- 30 days annual leave plus public and bank holidays
- Private healthcare discounted scheme (optional)
- Tax-efficient cycle-to-work programme
- Retail, health, leisure and travel offers
- Discounted Eurostar travel