We are pleased to announce that we are looking to fill a number of vacancies for Trains Administrators on a Fixed-Term basis to support with the smooth running of London Underground’s train service. We’re looking for enthusiastic and motivated individuals to provide accurate and effective frontline administrative support to our teams in Train Crew Depots and Service Control Centres.

This vacancy is also to recruit to a waitlist for opportunities as they arise.

Permanency and extension possible dependent on business requirements and performance.

Salary: £35,606

Contract: LU Fixed-Term Contract -18 months - permanency and extension possible dependent on business requirements and performance

Reporting to: Train Operations/ Service Control Manager

Location: Various Train Crew Depots

Working Hours: Monday – Friday starting between 0800 and 1000 and finishing between 1600 and 1800

The closing date for applications is Monday 8th May @ 23.59 hours - We reserve the right to close the application window early if we receive a high volume of suitable applications.

Please note, before applying for this role, you must fully read and understand the full job description and all associated links.

Job Purpose

To arrange coverage, plan rosters in advance, liaising with managers and staff to ensure appropriate people are in the right place at the right time to run the train service. To provide effective and professional administrative support to the senior manager and management team to enable the effective management of their people, information, and other resources in line with their business objectives.

Key Accountabilities

Staff coverage: To ensure maximum staffing levels are met in order to meet business and safety needs and requirements. The role of the administrator is to provide shift planning support to the Train Operations Manager/Service Control Manager, advising operational managers on coverage issues, overseeing the planning of annual leave, periodic medicals and training and entering payroll variations and investigating pay queries.

Employee records maintenance: Local staff work involving the maintenance of staff records utilising corporate personnel systems to monitor attendance and prepare attendance at work warnings. Handle written and personal enquiries from staff on a variety of enquiries such as jury service, maternity pay, age related medicals, pay queries, season ticket loans, provision of references, long service awards, grievances, commendations, uniforms and travel facilities issue etc.

Meetings and note taking: To take notes and prepare items, agendas and minutes for local Machinery, Health and Safety and quarterly Employee Relations meetings.

Attendance management support: Supporting the Centurion Manager in progressing long term sickness, voluntary severance and leavers in general, obtaining information for employees such as pension estimates and entitlements and preparing leaving notices.

Letters: Preparing responses to customer letters and providing data on people and service provision.

Procurement: You will be responsible for the stationary budget and the safety and security of specific operational items such as security tags and seals.

Knowledge, Skills and Experience

Knowledge

• Education to a GCSE standard (Desirable)
• Good knowledge of LU policies, processes, and procedures (Desirable)
• Knowledge of operational staff working practices and agreements, including staff deployment practices. (Desirable)
• Knowledge of current rostering processes and how and when they interact and affect each other (Desirable)
• Understanding of issues which affect staff availability. (Desirable)
• A good understanding of London Underground’s Customer Service targets and goals (Desirable)
• Working knowledge of Microsoft Office (Outlook, SharePoint, Excel (Desirable)

Experience

• Rostering staff, ideally in a customer service environment (Desirable)
• Data processing/analysis (Desirable)
• Working flexibly and responding to changing demands, including work location (Essential)
• Good written English with proven experience of report and letter writing (Essential).
• Experience of working under pressure and to deadlines. (Essential).
• Experience of working flexibly to support a large team with competing needs. (Desirable)
• Experience of managing demanding diary commitments (Essential).
• Experience of maintaining and implementing administrative and filing systems (Desirable)

Skills Required

• Ability to create and maintain positive working relationships when working remotely from the customer. (Essential).
• Competent and confident in use of telephone and email. (Essential).
• Confident with Microsoft Office. (Essential).
• Ability to adapt to changing workload and circumstances. (Essential).
• Ability to prioritise and manage multiple demands. (Essential).
• Mobile and flexible to meet the needs of operational management teams. (Essential).
• Punctuality and awareness of deadlines and prioritising (Essential).
• Ability to challenge where necessary (Essential).
• Keen attention to Detail (Essential).
• Information Management & Reporting (Essential).
• Email Management (Essential).
• LU Policies and Procedures (Desirable)
• Working knowledge of SAP (Desirable)
• Ability to take accurate notes and present minutes in a standard format, completed withing deadlines. (Desirable)

Application Process:

In order to apply for this role please attach your CV. Please think carefully about the skills, knowledge and experience and the additional information outlined in the job description and ensure your CV reflects the requirements of the role you are applying for.

Please ensure you have a valid email address that can be used to send correspondence to.

The recruitment process consists of 4 stages. You will need to pass each stage to progress onto the next:

Stage 1: Online Application form and screening questions

Stage 2: Online Assessment

Stage 3: Assessment centre at Ashfield House consisting of three written based exercises - one prioritisation / in-tray exercise; two coverage tests.

Stage 4: Competency Based Interview (CBI) – Virtual

Online Assessment

This will be sent on a regular basis via our assessment provider Talogy (Cubix Online), and you will have 5 days in which to complete from the date and time it was sent. If you have not received the invite within 48 hours of submitting your application (excluding weekends), please check your junk/spam emails before contacting the recruitment team. No extensions will be granted, therefore If you are unable to complete your test within the 5 days, we would advise you to refrain from submitting your application at this time. If you do not complete the tests within 5 days of receiving the email, you will be automatically removed from the process.

Please note: Part of the online test is timed, therefore if you require any reasonable adjustments to be made in order to assist you, then you will need to advise us before you begin the test. Requests for reasonable adjustments cannot be made after the test has been started.

Campaign Timetable

The campaign is running to a very specific delivery timescale as determined by the business and there will only be enough slots for the number of candidates invited. Dates for the Assessment Centre will be opened on an ongoing basis, therefore if there are no slots available, please check again the following day. You are encouraged to schedule into an assessment event as early as possible. If you do not book an assessment, you will be withdrawn from the campaign.

Candidate Charter

You can download a copy of the Candidate Charter here.

This outlines our commitment to you as a candidate by providing insight into our recruitment process. It also outlines our expectations with regards to your engagement with us, to ensure that you receive the best recruitment experience possible, as we believe you should know the standards of service you can expect from us. You must read this document prior to submitting your application in order to understand every aspect of the process.

Reasonable Adjustment Process

If you require reasonable adjustments, you must notify the recruitment at least 48 hours (excluding weekends) prior to your scheduled assessment event to allow us to accommodate your requirements. You will then be sent a confirmation email which you will need to bring to your assessment. If you fail to bring this on the day your adjustments will not be granted, and you will be unable to re-book. We will consider that you are the expert regarding your own requirements, and we will consider all requests fairly within the context of the role.

Please note: Part of the online test is timed, therefore if you require any reasonable adjustments to be made in order to assist you, then you will need to advise us before you begin the test. Requests for reasonable adjustments cannot be made after the test has been started.

Please take the time to read the Disability Charter here.

Notice of Cancellation

We require you to give a minimum of 48 hours' notice of cancellation or re-schedule. Non-attendance at your Assessment Event may lead to your application being withdrawn.

Please note: Your assessment may be rescheduled once only and reschedules will only be granted if there are assessment slots available, so please make sure you check you can make an appointment before booking. Subsequent cancellation may lead to your application being withdrawn. If you do not follow the process outlined in the Candidate Charter, you risk being withdrawn from the campaign.

Outcomes

Outcomes for the assessment will be provided 10-14 days after your assessment event.

Appointment to post

Candidates must successfully pass our pre-employment checks such as a Data Barring Service (DBS) check and employment referencing. Failure to pass any of these will result in the offer of employment being withdrawn at any stage.

Although you may be successful and offered the role – you may not commence employment in the role or start training immediately. There may be a requirement to delay your start date until you are required.

Location

You could be based anywhere in the Greater London area, depending on business requirements.

Contacting Us

If at any time you need to speak to anyone within the Recruitment Team, then please contact us on 0203 005 1680 (local rate charges from all phones including mobiles) or email [email protected].

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
• A 75% reimbursement scheme on National Rail
• 29 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