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Admin Support

Job Title: Admin Support
Contract Type: Permanent
Location: London
Start Date: ASAP
Reference: 028870
Job Published: December 04, 2018 09:31

Job Description

Admin Support 028870
Organisation - Commercial Development
Job - Administration
Position Type - Full Time
Job Title: Administration support to the heads of property development
Location: St James Park

Contract Type: Permanent

Salary: Up to £30k depending on experience



About Us

TfL is a ‘multi-billion pound’ organisation that keeps London moving! 
We are the integrated transport entity running the day-to-day operation of the Capital’s public transport network and also manage London’s main roads. With over 31 million journeys made across our network every day, we do all that we can to keep our city moving, working and growing. We’re about more than just transport though. We are the ‘property developers’ with visionary plans for regeneration and we own Europe’s largest out of home advertising estate. 

We are now facing a period of unprecedented financial challenge. From next year, we’ll cover our £6bn annual operating costs from our own sources of income. We’ll be the first transport authority in Europe to operate without Government support for our day-to-day operating costs.

About the role 
Reporting in to the Business Support Manager of Property Development (PD), the Admin Support/PA role supports two Heads of Development (HoD) who are band fives within PD area of Commercial Development. 
An integral part of the business support function in PD, the Admin Support/PA works collaboratively to aid the aims of PD against the business plan. The role is as follows: 

Detailed responsibilities of role 
Admin Support/PA to two Heads of Development 
Managing diaries and inboxes: 
Arranging senior level meetings, both internally and with external contacts 
Pro-actively managing diaries by addressing diary conflicts and resolving potential issues to ensure smooth running of this area, through efficient time management 
Ensuring access to the HoDs by their respective teams 
Ensuring HoDs are provided with all documentation and papers in advance of any meetings 
Preparing meeting agendas/papers for discussing and circulating in a timely manner 
Taking minutes where necessary and tracking action points 
Photocopying and collating documents 
Booking meeting rooms and arranging refreshments 
Meeting and greeting visitors 
Setting up audio visual equipment for presentations 
Arranging travel and accommodation 
Creating and amending documents using Excel, Word and PowerPoint including producing specialist property documentation as part of planning process and presentations 
Maintaining hard and soft filing system 
Pro-actively actioning items in senior managers’ inboxes where appropriate 
Meeting regularly with HoD to progress matters and communicate progress 
Logging key meetings on Comms Grid for both HoDs 
Logging hospitality/gifts declarations for both HoDs 
Customer and team focus: 
Integrated into the teams of HoD and is the ‘go to person’ in the team for any queries 
Co-ordinating all team input into documents, processes and presentations 
Commercially focussed and outward facing, providing a highly professional relationship to industry 
Establishing positive and professional relationships with external consultants, partners, industry and Government/Borough authorities 
Working with Business Supports and PAs across PD, TfL and externally and promoting good relationships across teams 
Supporting the wider department during admin staff absence 
Working with consultants and liaising with internal Procurement team to obtain contracts and subsequent purchase orders/payments 
Answering ad-hoc queries relating to PD 
SAP and Procurement management: 
Raising SAP shopping carts for purchase orders 
Processing invoice payments during senior managers’ absence 
Dealing with SAP payment queries and following transactions through to payment 
Contract management with PD, vendor, Procurement and Finance; using SAP software to monitor purchase order funds and status to ensure that any delays in payment are resolved as quickly as possible 
Office and facilities management: 
Using desk booking software to reserve desks and manage control panel in order to add/edit/remove users and providing training on the desk booking software (being a super-user in this field) 
Ordering stationery and supplies 
Reporting faults, ordering equipment to keep the office running smoothly and ensuring a safe and tidy environment for work 
Archiving important documentation that needs to be retained longer-term

Producing relevant documentation and access for new joiners in the teams of the HoD, from hiring to induction phase and helping them settle into team: 
Producing SAP Data Management forms to create position IDs, change of job titles and reporting lines as required 
Producing vacancy request eforms and any supporting documentation 
Arranging interviews for roles with HR

New joiner processes once hire is complete: 
Creating OneLondon account and email address 
Head office pass

Access to relevant drives and sharepoint including access to PD’s induction manual 
Ordering equipment as required and helping set up equipment for use 
Trouble shooting and resolving faulty equipment and technical issues 
Adding new joiner to desk booking system 
Maintaining staff photo board for PD 
Adding team to telephone hunt group 
Arranging team training as required 
Helping to arrange team events for PD team 
Integral member of the teams, balancing workload for both HoDs 
Role holder must exhibit all TfL behaviours and be: 
professional, adaptable, flexible, good humoured, calm under pressure, tenacious, pro-active and with a can do attitude, resilient, assertive, engaging, trustworthy and reliable  
This role requires all the TfL behaviours below: 
Accountable - Take personal responsibility for your actions. Tell others what they can expect from you 
Active  - Be proactive, make things happen, make things better and find solutions 
Collaborative  - Work with and share your knowledge with others so everyone can make better decisions 
Direct - Get each task done as quickly as possible by communicating clearly 
Fair and consistent - Be open and honest about your decisions and consider other people's viewpoints and needs 

Stakeholder management and customer service skills (essential) 
Excellent interpersonal skills (essential) 
Good standard of written communication, verbal and numerical reasoning skills 
Demonstrable IT skills in SAP, PowerPoint, SharePoint, Excel, Word (essential) 
Microsoft Project and Visio (desirable) 
Proven planning and organisational skills; shows attention to detail (essential) 

Knowledge of commercial property (essential) 
Awareness of administrative Systems (essential) 
Knowledge and understanding of TFL (desirable) 

Property and external commercial facing experience (essential) 
Administrative experience in a similar environment (essential) 
Experience of operating as part of a team and showing initiative to solve 
problems (essential) 
Experience of co-ordinating meetings and events that provide an accessible 
environment, and a good working knowledge of TfL’s Inclusive Community 
Engagement Guidance. (essential) 

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


Equality and Diversity 
We are an equal opportunity employer and value diversity. We do not discriminate on the basis of race, religion, ethnicity, gender, sexual orientation, age or disability status.

We really are one of the best companies to work for! 
Please click on the below link to find out why.

Application Process 
You should apply supplying your CV and a cover letter.
It should be A4, in Arial 12 font, and a maximum of 2 pages. 

Please think carefully about the skills, knowledge and experience outlined in the job description and ensure your submission reflects the requirements of the role you are applying for. Short listing may be carried out on the basis of your answers to job-specific questions and other information that you submit. 

If your application is successful, you'll have to pass pre-employment checks before joining. For example, we will check your references and qualifications, your right to work in the UK and in some cases require a medical or Criminal Records Bureau check.