Operations Office Assistant

Job title: Operations Office Assistant
Salary: £25,110.00 - £28.890.00
London Transport Museum (LTM)
Location: Covent Garden, other Museum sites and hybrid working.
Contract Type: Permanent
Band: 1B

Hybrid working within this role enables a balance of 50 per cent of time split between the office and home over a 4-week period. Hybrid working arrangements can evolve subject to business requirements.

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

• Assist in office management and provide administrative support including meeting management and organisation, travel arrangements, maintaining the purchasing cards, answering phone and email queries and ad hoc duties as required. Book rooms and resources for meetings, training, interviews etc when instructed. Assist with setting up for meetings. This is to ensure the management have the necessary administrative support for the smooth running of the department.
• 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 intra-departmental 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
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

Please apply using your CV and one page covering letter.
Word format preferred and do not include any photographs or images.

***The closing date for applications is Thursday 28th March 24 @ 2359***

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)
• Tax-efficient cycle-to-work programme
• Retail, health, leisure, and travel offers
• Discounted Eurostar travel.