Transport for London are currently seeking an Operational Administrator to join their team at Croydon Trams
Purpose
To provide an administration service to the London Trams (LT) operational teams and general management team to enable effective governance, operational people management and coordination of information and resources to work smoothly in line with business objectives.
Ensure relevant corporate directives, policies and procedures are adhered to at all times, including administrative best practices and continuous improvement.
Provides cover for other LT administration staff as required.
Key Accountabilities
*General office coordination and administrative tasks to support the LT management team in achieving their business objectives, including, but not limited to: SAP workflow and personnel management; time-sheeting and over-time admin analysis of data discrepancies; mail distribution; updating office displays; managing and ordering consumables and personal equipment; and maintaining telephone and email distribution lists. Continuous improvement of admin processes & ways of working to make efficiencies.
*Manage bookings for training and inductions (including depot access requests), travel and accommodation, including communicating joining instructions/details and maintaining records, to support LT staff in meeting business objectives.
*Support effective preparation and record keeping for management meetings through: arranging meetings; preparing agendas, notes and minutes (both informal and formal) and updating meeting registers and action trackers with outcomes.
*Implement and manage effective filing systems and carry out printing, photocopying and other administrative tasks as required to support the team in complying with information governance requirements and in using and exchanging information effectively.
*Support the smooth transition of new starters and leavers to and from the business through administering on-boarding and off-boarding protocols.
*Act as a primary point of contact for other TfL stakeholders and third parties and proactively manage the interfaces with them to effectively communicate between teams. In particular, this includes the network operator, and TfL’s Tech & Data and Facilities Management teams.
Knowledge
*Knowledge of TfL management/administrative systems or similar within in a large organisation.
*Awareness of purchasing support including purchase ordering, invoicing, and good receipting.
Skills
*Ability to provide support in meetings including capturing minutes and actions
*Competent in accurate data entry and maintenance, with the ability to analyse data sets, if required.
*Highly skilled in the use of Microsoft Office applications, including SharePoint
*Ability to manage sensitive issues with professionalism and discretion, compliant with information governance.
Experience
*Experience of working flexibly to support a large team with competing needs.
*Experience of stakeholder management.
*Experience in taking notes and producing minutes.
*Experience of using training and travel/accommodation booking systems (desirable).
*Experience of on-boarding and off-boarding staff (desirable).
Key Information:
*Location: Croydon Trams (hybrid - 4 days per week in the office, 1 day at home)
*Hours: 35 hours a week, Monday - Friday
*Hourly Rate: £17.89 per hour
*Contract Duration: 6 months
*Start Date: ASAP
If you are interested in this vacancy, APPLY NOW!