London Underground Administrator

1 month ago

London, United Kingdom Transport for London Full time

**Organisation**
- LINE OPERATIONS - Northern Line

**Job**
- Administration

**Position Type**
- Full Time

We are pleased to announce that we are looking for Line Operations Administrators to populate a waitlist 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**: £35,606pa

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

**Reporting to**:Train Operations Manager / Service Control Manager

**Location**:Various Train Crew Depots

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

**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 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**
- An understanding of Transport issues in the public sector** (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)**
- Knowledge of SAP, ideally in a finance and HR setting** (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** (Desirable)**
- 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. (**Essential)**
- Experience of managing demanding diary commitments **(Desirable)**
- Experience of representing managers with internal and external interests at all levels** (Desirable)**
- Experience of maintaining and implementing administrative and filing systems** (Desirable)**

**Skills Required**:

- Confident with Microsoft Office (**Essential)**
- Ability to adapt to changing workload and circumstance.** **(**Essential)**
- Ability to prioritise and manage multiple demands.** (Desirable)**
- 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** (Desirable)**
- Keen attention to Detail (**Essential)*

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