Job Description - Admin Support (046793)
Organisation
Job
Job - Administration
Position Type - Full Time
Location – Romford
Contract Type – TfL, Perm
Applications without a covering letter will automatically be declined.
Overview of project/role
This role is responsible for providing comprehensive administrative support to the Operations Management Team and team members to ensure that the relevant information and tools are available for meetings, projects, and day-to-day activities. This will include administering the preparation of reports, presentations, and conducting research as required. This will also require undertaking diary management and completing team administration duties to a high standard.
Key Accountabilities
* Produce clear and high-quality presentations and documentation for internal and external audiences.
* Undertake research as directed by the Operations Management Team.
* Provide support for internal and external events to ensure that those attending have a positive experience, including organising and attending meetings, workshops, and conferences as appropriate, including facilitating accommodation requests, co-ordinating audio-visual requirements, ensuring meeting speakers have clarity on agendas, and that attendees receive the agenda and necessary materials and information in advance.
* General co-ordination of the running of the office, including diary management, occasional email management, and liaising with other departments to ensure the Operations Management Team and Senior Operations Group are supported.
* Undertake the team's purchases (by raising purchase requisitions and purchase orders) and invoice approvals to ensure that these are completed within the correct financial period.
* Take responsibility to plan and prioritise work activities as directed by the Operations Management Team.
* Accountable for ensuring all tasks are delivered on time and to high-quality standards.
* Undertake ad-hoc administration duties such as note-taking, filing, and organising information produced at workshops or events.
Skills, Knowledge & Experience
Skills
* Data entry and maintenance.
* HR systems and Microsoft Office / 365 applications.
* Ability to adapt to changes in circumstances and workloads at short notice.
* Ability to work under pressure and manage conflicting work activities.
* Communication skills - highly effective written and presentation skills at all levels.
* Ability to analyse and interpret data sets as required.
Knowledge
* Understanding of HR policies, procedures, and processes.
* Knowledge of purchasing systems.
* Knowledge of HR systems, i.e. SAP, online recruitment tools, etc.
Experience
* Experience of dealing with high volumes of administrative activities in a large, complex, and highly unionised organisation.
* Experience of providing support to a wider team including working flexibly and responding to changing demands.
* Experience of problem-solving and influencing various stakeholders.
* Experience of working in a matrix environment.
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 guarantees 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
Please apply using your CV and a two-page covering letter.
Applications without a covering letter will automatically be declined.
Think carefully about the skills, knowledge, and experience in the advert and cover this in your CV and cover letter. PDF format preferred and do not include any photographs or images.
The closing date for applications is Tuesday 12th November @ 23:59.
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.
* TfL is committed to work-life balance, operating a hybrid working approach where business and role requirements allow.
* Tax-efficient cycle-to-work programme.
* Retail, health, leisure, and travel offers.
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