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Job title: Team Administrator x2 (042100)
Band: 1
Contract: Permanent
Salary: £28,000 to £31,250
Location: London/Hybrid (Palestra or Endeavour Square office)

Job Overview

There has never been a more exciting time to join TfL’s Safety, Health & Environment directorate. We play a vital role in delivering the Mayor of London’s programme for a more universal, accessible, sustainable and safe transport network for the capital.

We’re looking for two people who can provide effective and professional administrative support to up to two (each) members of the directorate’s senior leadership team, to enable them to effectively manage their people, information and other resources in line with business objectives.

The work is varied in its nature and requires the job holder to be flexible in their approach. First and foremost, the successful candidates must be adept at diary management – but they must also be able to manage their own time effectively too, in the face of a number of different, often competing demands. They should be highly organised and responsive. Flexibility and versatility are key.

Key Accountabilities

• Experience of managing the diary of one or more busy senior executives
• General office coordination to support the management team, for example co-ordinating training, and the administration of finance and HR tasks on SAP
• Liaising with other departments to ensure that managers have the requisite material for meetings
• Organise and attend meetings, visits and events where appropriate, including facilitating accommodation requests, coordinating audio visual requirements, greeting external attendees, ensuring all attendees have necessary paperwork and taking minutes as required
• Produce clear, good quality business documents (includes word processing, spreadsheets and presentations) for internal and external audiences to help with management decisions
• Manage the effective handling and tracking of actions and commitments for the management team, planning and prioritising work activities for example in support of the Visualisation process
• Receiving, processing and resolving enquiries by telephone, email or in person for example Freedom of Information or internal stakeholder requests
• Undertake research on topics and initiatives as directed by the management team
• Coordinate and ensure timely completion of reports and briefings
• Implement and manage effective filing systems, carry out printing, photocopying and other administrative tasks as required
• Support management team with the facilitation of processes involving sensitive and confidential information i.e. grievance process
• Provide cover for colleagues as required, i.e. for annual leave or other short term absence

Knowledge

• Education to GCSE standard or equivalent work experience (essential)
• Good knowledge of LU/TfL policies, processes and procedures (desirable)
• Knowledge of Microsoft Office applications , including Word, Excel, Outlook, PowerPoint (essential)
• Knowledge of SAP, ideally in a finance and HR setting (desirable)

Skills

• Attention to Detail - Basic
• Business document production (includes Word processing, Spreadsheets and Presentations) - Intermediate
• Information Management & reporting - Basic
• Email Management - Intermediate
• Monitoring Data Management systems - Basic
• Ability to work flexibly, prioritise and manage multiple demands in a fast-moving environment - Intermediate

Experience

• Good written English with proven experience of report and letter writing.
• Experience of working under pressure and to deadlines.
• Experience of working flexibly to support a large team with competing needs.
• Experience of managing demanding diary commitments
• Experience of representing managers with internal and external interests at all levels
• Experience of maintaining and implementing administrative and filing systems

Equality and Diversity

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 a two-page covering letter. Think carefully about the skills, knowledge and experience detailed in the advert and cover this in your CV.

The closing date for applications is 03.05.23 at 23:59.

**** IF WE RECEIVE A HIGH NUMBER OF APPLICANTS WE WE MAY CLOSE THE ROLE EARLY ****