Admin Support

Location: Elizabeth Line Maintenance Depot, Plumstead (Please note that this role supports an operational team and therefore it is location-based. There is an option to work from home one day each week)
Salary: Up to £28,500 depending on skills on experience
Contract: TfL, Perm

As the Administration Co-Ordinator, you will be responsible for providing a comprehensive administrative service to the Elizabeth Line Railway Infrastructure Maintenance Team. The role supports a team of over 300 staff by:

• Ensuring that the team has all the necessary safety and personal equipment
• Managing procurement of office consumables
• Providing rostering support
• Controlling records and documents,
• Managing some depot facilities and services
• Drafting and distributing communications,
• Providing first aid cover
• Arranging travel
• Supporting for projects, meetings and other activities.

These activities will include preparing reports, presentations, minute taking, conducting research and undertaking diary management and team administration duties to a high standard.

Key Accountabilities:

• General administration duties supporting the Infrastructure Maintenance team including diary management, minute taking, email management and liaising with other departments to ensure the team are fully supported
• Undertaking procurement for the team (by raising purchase requisitions and purchase orders) and invoice approvals to ensure that work is completed within the correct financial period.
• Organise and take minutes at meetings, workshops and conferences where appropriate including facilitating accommodation requests, coordinating audio visual requirements, ensuring meeting speakers are clear on agendas and
• ensure that attendees receive the agenda and materials in advance.
• Responsible for planning and prioritising work activities. Accountable for ensuring all tasks are delivered on time and to high quality standards. Using initiative is to support the team and being proactive is essential
• Undertake ad hoc administration duties such as typing up of notes and information produced at workshops.

Knowledge

• A good understanding of how a professional support office works.
• Knowledge of data management techniques and procedures.
• Knowledge of processes and procedures (including document management, finance, procurement and communication) essential to office management.

Skills:

• Excellent IT skills in PowerPoint, Excel. Word (Microsoft Project and Visio would be desirable)
• Proven experience of planning, organisational skills and attention to detail
• Excellent interpersonal and communication skills
• Able to work under pressure and deal with competing demands.
• Ability to conduct research and summarise information from different and conflicting sources.

Experience:

• Problem solving and influencing various stakeholders.
• Significant experience of working in an office environment providing secretarial or administrative support to managerial / professional staff (including an individual manager or a team).
• Experience of personal responsibility for managing office support activities
• Experience of dealing with internal and external business contacts.

Application Process
Please apply using your CV and a two-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.
The closing date for applications is 4th April 2024 at 23:59hrs.

• Candidates must be available for interview on Wednesday 17th April 2024.
• There may be more than one role available.
• We may close this advert early if we receive a high volume of suitable applications.

Diversity statement
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.

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 on the TfL network
• A 75% discount on National Rail Season Ticket and interest free loan
• 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