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Job Title: Team Administrator
Location: London (successful applicants could be based at one of multiple locations – Baker Street, Brixton, Stratford, Hammersmith or Liverpool Street no guarantee on location)
Salary: £35,606
Duration: FTC (12 Months)

Job Overview

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. The work is varied in its nature and requires the job holder to be flexible in their approach. They must be able to manage a number of different demands, be able to prioritise their workload and be able to work across multiple sites as required.

Key Accountabilities

• General office coordination to support the management team, which may include but not be limited to diary and email support where necessary, SAP workflow management
• Liaising with other departments to ensure that managers have the requisite material for meetings
• Organise and attend meetings / events where appropriate, including facilitating accommodation requests, coordinating audio visual requirements, greeting external attendees, ensuring all attendees are clear on the agenda
• Minute taking at formal and informal meetings
• Produce clear, good quality business documents (includes word processing, spreadsheets and presentations) for internal and external audiences to help with management decisions
• Manage the effective handling and tracking of actions and commitments for the management team, taking responsibility to plan and prioritise work activities as directed
• Receiving and processing enquiries by telephone, email or in person
• 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 management team
• Coordinate and ensure timely completion of reports and briefings
• Implement and manage effective filing systems, carry out printing, photocopying and other administrative tasks as required
• Undertaking other projects as directed e.g., coordinating office moves or organising site visits
• Attendance Management & Reporting
• PME Medicals Management – updating qualifications / restrictions updates on SAP & associated reporting
• Procurement – using SAP & Ariba & including expenditure reporting

Key Interfaces

• Identified management team and other team members to provide administrative support
• Staff across LU / TfL to facilitate meetings and manage diaries, as well as in the resolution of customer enquiries.
• Services such as Facilities / Tech & Data / IM/ HR for liaison in respect of day-to-day office matters.
• External stakeholders and partners, e.g., suppliers and customers as required

Skills & Knowledge

• 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
• LU Policies and Procedures - Basic
• Working knowledge of SAP (Essential)
• Ability to prioritise and manage multiple demands

Experience

• Good written English with proven experience of report and letter writing.
• Experience of working under pressure and to deadlines.
• Experience of working flexibly to support a large team with competing needs.
• Experience of managing demanding diary commitments
• Experience of representing managers with internal and external interests at all levels
• Experience of maintaining and implementing administrative and filing systems
• Experience of minute taking at formal meetings

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. Think carefully about the skills, knowledge and experience in the advert and cover this in your CV.

The closing date for applications is 05.05.23 @ 23:59

Fixed term contract for 12 months
As a fixed term contractor we can offer you a choice of pension arrangements. If you choose not to take our final salary pension scheme you will be paid an allowance on top of your salary, subject to Tax and National Insurance. We will share all the details with you at offer stage and the choice will be yours based on your circumstances. Depending on what you choose you can add up-to 14% to your salary.