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Transport for Greater Manchester Coordinator

2 months ago

StratforduponAvon, Warwickshire, United Kingdom Reed Full time
About the Role

We are seeking a highly organized and detail-oriented Bus Team Coordinator / Governance Officer to join our team at Transport for Greater Manchester. This is a full-time temporary role for the next 5 months, with the possibility of extension.

Key Responsibilities
  • Coordinate and prepare information for various audiences, including internal governance groups and stakeholder requests, effective purchasing and procurement administration, and managing communication channels for the wider Bus Team.
  • Create communication channels across the function to efficiently disseminate organizational information and ensure open and effective communication across the team.
  • Arrange regular functional briefings/team meetings/away days in consultation with the management team.
  • Attend meetings, take notes, and produce action plans.
  • Proactively identify where additional support can be given to the leaders/managers in the team.
  • Effective and efficient procurement and purchasing administration:
    • Assist in procuring goods and services in accordance with the appropriate procurement processes.
    • Manage the financial progress of orders with SAP, influencing project managers and external parties to ensure efficient receipting of work delivery and marrying invoicing.
    • Administer the Directorate Procurement Card for small purchases.
    • Arrange and book travel and accommodation when required.
  • Act as a first point of contact for all ad-hoc functional queries and ensure a prompt and appropriate reply, signposting to relevant team member as appropriate.
  • Prioritize all incoming correspondence and requests, identifying potential actions and accompanying timescales, signposting to relevant team member as appropriate.
  • Inbox management.
  • Run reports and/or request information from across the function as required.
  • Assist with the writing and quality assurance of standard reports.
  • Assist with the administration and coordination of the regular cycle of strategy, planning, and performance indicator reviews across the function.
  • Create, develop, and maintain a forward plan to coordinate all papers for committees, etc.
  • Assist with maintaining governance, planning, and risk registers and calendars of events.
  • Create standard agenda, minute, and action plan templates for meetings and ensure completion.
Requirements
  • Prior experience as a Bus Team Coordinator / Governance Officer.
  • Strong IT skills, including Microsoft Office package and internal IT systems.
  • Strong minute-taking skills, including raising purchase orders, spreadsheets, etc.
  • Previous experience working in a busy environment and excellent organizational skills.
  • Excellent people skills, including communication with the public, other members of staff, and managers.
  • Hybrid working.