Operations Office Assistant - London, United Kingdom - Transport for London

Transport for London

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Organisation
- London Transport Museum

Job
- Administration

Position Type
- Full Time

Job title:
Operations Office Assistant

Salary:
£25, £

London Transport Museum (LTM)

Location:
Convent Garden, other Museum sites and hybrid working.

Contract Type:
Permanent

Band: 1B

About London Transport Museum (LTM)
Based in Covent Garden, we are the world's leading museum of urban transport and an award-winning day out. But that's just part of our story. We are passionate. We are curious. We are adventurous.

As a heritage and education charity, we reach every primary school in the capital to fire the imaginations of tomorrow's engineers, designers, scientists, and arts enthusiasts.

With business partners and industry decision-makers, we tackle the topics that matter to London, from smart cities to green innovation.

We want to close skills gaps, redress gender imbalances and create opportunities for under-represented and disadvantaged communities.

We want to ignite curiosity to shape the future.

Overview of project/role

The post holder will provide full and varied support to the Estates, Operations and Resourcing, and Visitor Experience teams, and ensure that office areas for staff throughout the Museum are kept safe, tidy and well maintained.

They will undertake administrative duties to support the Director of Estate and Visitor Experience, Head of Visitor Experience and Head of Operations and Technical Services.

Key Accountabilities

Supporting the Director of Estate and Visitor Experience with SAP approvals, purchase order and invoice raising, and procurement. Log facilities jobs on Concept. Collating and updating relevant information for Operations, producing documents, supporting materials including hot desk forms and sign in sheets, reports and minutes. Attend monthly floor walks and log issues. This is to ensure that departmental workflows are efficient and correctly followed, and encourage good intradepartmental communication.
The post holder will manage stationery for all departments at Covent Garden and Albany House ordering necessary stock through SAP, maintaining stock levels with regular audits and working closely with the Operations & Resourcing team to prevent over ordering.
Provide assistance at Albany House by being the key interface with the Security, Facilities and Operations & Resourcing departments. Ensuring mail is received and disseminated to the correct teams, faults and requirements are logged and tracked to completion and kitchen stock levels are maintained.
Alongside the Information Governance Team, the role will ensure digital filing in the Operations folders is maintained in accordance with good practice. Undertake some basic IT tasks, such as moving computers, and liaise with Tech & Data to coordinate more complex IT Support tickets.
Being an ambassador for Online display screen equipment (DSE) assessments with the potential of being a qualified DSE assessor, ensuring that Museum staff complete their assessments in a timely fashion.

Skills, Knowledge & Experience

Skills

Ability to be flexible, organise and prioritise workloads. Essential
Tact, confidentiality and diplomacy skills are essential as the post holder will have access to sensitive and confidential information. Essential
Good attention to detail, planning and organising skills. Essential
Ability to check data and information for accuracy. Essential
Excellent written and communication skills, dealing with a wide range of people with diplomacy and in an engaging manner. Essential
Good interpersonal skills and the ability to build relationships and engage with stakeholders Desirable

Knowledge

Good knowledge of IT systems including MS Office Suite (Word, Excel, Powerpoint) Essential
Knowledge of TfL health and safety measures and environmental related standards Desirable
An understanding of SAP/R3 Desirable

Experience

Administrative experience working in a Museum/Cultural Organisation or Charity Desirable
Administrative experience within a fast paced office environment Desirable

Equality, diversity, and inclusion

Application Process
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
30 days annual leave plus public and bank holidays Private healthcare discounted scheme (optional)
Taxefficient cycletowork programme
Retail, health, leisure, and travel offers
Discounted Eurostar travel.