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Job title: Business Support Assistant
Salary: £27,000 - £31,000 per annum (dependent on experience) plus excellent benefits
Location: Southwark, London / Hybrid ways of working
Contract Type: Permanent (TfL)

Overview of role
To provide effective professional and comprehensive administrative support to the Head of Department and other team members as required to ensure they have the relevant material for meetings, projects and day to day activities which includes preparing reports, presentations, conducting research and undertaking diary management and administrative functions.

Key Accountabilities

• General coordination of running the office, supporting management and administration functions, including diary management, email management, SAP/Ariba financial management and workstream(s) management
• Liaising with other departments to ensure that the Head of Department and senior managers have the requisite material for meetings
• Organise and attend meetings, workshops and conferences where appropriate, including facilitating accommodation requests, coordinating audio visual requirements, greeting external attendees, ensuring all attendees are clear on the agenda and ensuring that attendees receive the agenda and materials in advance
• Produce clear, high quality presentations and reports, (both ad-hoc and periodic as required), for internal and external audiences to help with management decisions
• Manage a system for effective handling and tracking of work flows and commitments for the Head of Department and management team, taking responsibility to plan and prioritise work activities as directed by the Head of Department and senior managers. Bring to the attention and manage actions delegated by and assigned to the department’s management team, ensuring systems are in place to provide regular updates on outstanding actions.
• Act as the focal point for the processing of enquiries by telephone, email or in person, by monitoring, filtering and flagging urgent correspondence. Take and relay messages and where possible, resolve queries
• Undertake research on topics and initiatives as directed by the Head of Department and Senior Management Team (e.g. staff engagement activities; reporting, etc.)
• Coordinate and ensure timely completion of reporting including supporting the process for intra-departmental and inter-departmental communications, i.e. briefings, newsletters, etc.
• Implement and manage effective filing systems, carry out printing, photocopying and other administrative tasks as required
• Purchasing, goods receipt notes and other financial transactions in the Ariba financial system, tracking and ensuring the delivery of purchases, and efficient review and sign off as required

Skills, Knowledge & Experience

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
• TfL Policies and Procedures - Basic

Knowledge

• 5 GCSEs or equivalent including pass grades in Maths and English
• An understanding of Transport issues in the Public Sector Domain

Experience

• Good written English with proven experience of report and letter writing.
• Experience of working under pressure and to deadlines.
• Experience of supporting a large team.
• Experience of managing demanding diary commitments on behalf of a senior manager
• Experience of representing a senior manager with internal and external interests at all levels
• Experience of maintaining and implementing administrative and filing systems

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

The closing date for applications is Thursday 3rd August 2023 @ 23:59. Dependent on application volume, this is subject to change.

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

We may close this advert early if we receive a high volume of suitable applications