Business Support London, England
Job description
Business Support
Grade: Pay Band 2
Contract: Permanent
Salary: £40k Circa
Location: Hybrid: Palestra / Home
The closing date for applications is 12th February 2023 @ 23:59 hours
Overview of Role
Are you looking for your next challenge, are you already a dynamic team player with great organisational and administrative skills? Someone who takes their own initiative, is proactive and can see tasks through from start to finish. Flexible, helpful, and resilient – these are some of the strengths you should already possess. You will be a multi-tasker and enjoy problems and doing something about them. Above all are looking for someone with the right behaviours and personality to make our team function smoothly
Reporting to the Head of Operational Property you will be responsible for overall business and administrative support to the department. The role is responsible for administrative management of the business-critical legal document repository, supporting data production and Power BI reporting for management of the business unit, invoicing for externally billable activity and liaison with our finance business partners. Management of customer and stakeholder enquiries regarding TfL's land ownership also falls under the remit of this post.
Key Accountabilities
- Undertake research on issues within or affecting Operational Property and wider stakeholder departments. Providing reports and presentations on key findings and recommendations having regard to business priorities and needs
- Ensure regular and ad hoc statistical and performance reports are produced in accordance with agreed timescales
- Collate data and present this in an appropriate format as required.
- Prioritising and channelling relevant strategic and management information for decision making to appropriate senior managers, ensuring that they are provided with briefings ahead of key meetings and events
- Provide proactive diary management support to the Head of Operational Property, prioritising engagements and co-ordinating appointments
- Attending meetings and taking minutes/chasing actions as required
- Management of the Operational Property SharePoint and Teams sites.
- Manage the workload of the Administration team within Operational Property
- Responsibility for all administration aspects of both internal and external departmental communications, including processing enquiries, FOIA (Freedom of Information Act)
requests, standards, consistency and effectiveness. Acting as the first point of contact and always presenting a positive and professional image. - Maintain departmental records in respect of staff, including organisation charts, People Plan activities, training, succession planning etc.
- Covering for other Business Support Managers within Estates Management Directorate as necessary
- Proactive involvement with the work and working relationships within the team.
Skills, Knowledge & Experience
Skills
1. Ability to communicate effectively, both orally and in writing, with people at all levels across the organisation and externally (Essential)
2. Ability to influence people at all levels across the organisation and outside, including negotiating and successfully facilitating joint decision-making (Essential)
3. Ability to analyse complex data (quantitative and qualitative) draw conclusions and produce quality reports detailing solutions and decisions (Essential)
4. Ability to lead and motivate people at all levels, within own team and across the organisation (Desirable).
5. Ability to manage customer expectations and deliver service to meet these expectations (Desirable)
6. Ability to build effective working relations (partnering) with people at all levels across the organisation and externally (Desirable)
Knowledge
1. Awareness of general business and management disciplines, including budgeting and commercial acumen (Essential)
2. Knowledge and application of computer software applications for business support and insight: Office 365 suite (Word, Excel, PowerPoint, SharePoint, Teams, Planner, Forms, Yammer) and SAP (Essential)
3. Knowledge of the TfL and LUL organisations and an ability to understand their complexities and that of partner organisations (Desirable)
Experience
1. The jobholder will need to have a proven track & record and substantial experience as a manager with a general secretarial, administration and supervisory background (Essential)
2. Experience procuring goods and services and maintaining HR records (Essential)
3. Experience of working in or with a property services or real estate function (Desirable)
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. Word format preferred and do not include any photographs or image
Think carefully about the skills, knowledge and experience in the advert and cover this in your CV and cover letter.
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% 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 cycle-to-work programme
- Retail, health, leisure and travel offers
- Discounted Eurostar travel
