Business Admin Support - London, United Kingdom - Transport for London

Transport for London

Verified Company

London, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Business Admin Support

041933

Organisation

BUSINESS MANAGEMENT TEAM

Job

Administration

Position Type

Full Time

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:

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, highquality presentations and reports, (both adhoc 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 intradepartmental and interdepartmental 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)
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

Application Process

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

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 28day flexi ticket
30 days annual leave plus public and bank holidays
Private healthcare discounted scheme (optional)
Taxefficient cycletowork programme
Retail, health, leisure and travel offers
Disc