Executive Support Administrator

3 weeks ago

London, United Kingdom Transport for London Full time

**Organisation** **-** London Transport Museum

**Job** **-** Administration

**Position Type** **-** Full Time

**Executive Support Administrator, London Transport Museum (LTM)**
**Salary: £25,575 to £27,500 free travel on TfL services plus benefits**
**Location: Albany House, London.**
**Contract Type: Permanent**
**Band: 1B**

**About London Transport Museum (LTM)**

Based in Covent Garden, we are the world’s leading museum of urban transport and an award-winning day out. But that’s just part of our story. We are passionate. We are curious. We are adventurous.

As a heritage and education charity, we reach every primary school in the capital to fire the imaginations of tomorrow’s engineers, designers, scientists, and arts enthusiasts. With business partners and industry decision-makers, we tackle the topics that matter to London, from smart cities to green innovation.

We want to close skills gaps, redress gender imbalances and create opportunities for under-represented and disadvantaged communities.

We want to ignite curiosity to shape the future.

Overview of project/role

Provide full and varied administrative support to the Director's Office and Executive Support team, including but not limited to information governance, resourcing and people, and supporting the Director/CEO, Senior Leadership Team (SLT) and trustees.

Responsible for supporting, championing, maintaining and adhering to Museum-wide policies, processes and procedures.

**Key Accountabilities**
- Support SLT and Heads of Departments with a full meetings management process for internal and ad hoc external meetings including agenda preparation, minute taking, coordination of paper submissions and dissemination, follow up on actions, and venue and catering booking.
- Support Museum colleagues regarding best practice in information governance and resourcing processes.
- Coordinate and maintain Museum staff and HR processes including: the Joiners/Movers/leavers process, recruitment process, updating the Induction Guide, ensuring the Museum JD database and organisation chart is up to date and reflects the data on SAP.
- Responsible for collating, writing and publishing all-colleague communications, collaborating with people leaders across the business for accurate and relevant content. Champion editorial guidelines across internal and external communications.
- Manage Executive Support team inboxes and communications across the Museum.
- Deputise for manager and Executive Support team colleagues as needed.

**Skills, Knowledge & Experience**

**Skills and Knowledge**

**Essential**:

- Office administration and meetings management.
- Excellent standard of written and verbal communication and numerical reasoning skills.
- Excellent planning and organization skills with attention to detail.
- Excellent interpersonal skills and ability to build effective working relationships with people at all levels across the organisation.
- Ability to check data and information for accuracy.
- Pro-active in all areas of the job and able to work on own initiative.
- Ability to be flexible, organise and prioritise workloads.
- Tact, confidentiality, and diplomacy skills are essential as the post holder will have access to sensitive and confidential information.
- **Desirable**:
Good working knowledge of SAP
Good understanding of SharePoint and OneDrive

**Experience**

**Essential**:

- Administrative experience within a fast paced office environment
- Experience of working under pressure and dealing with competing deadlines and demands
- Experience of planning and organising
- Experience of dealing with a wide range of people with diplomacy and in an engaging manner
- **Desirable**:
Administrative experience working in a museum or charity
Experience using Microsoft Office including Word, Excel, Visio and PowerPoint

**Equality, diversity, and inclusion**

**Application Process**

**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.

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