Transport for London

Administrator - Service Control and Train Operations 042015
Organisation - Line Operations
Job - Administration
Position Type - Full Time
Salary: £35,606
Contract: LU Fixed-Term Contract -18 months - permanency and extension possible dependent on business requirements and performance
Reporting to: Train Operations/Service Control Manager
Location: Various Train Crew Depots
Working Hours: Monday – Friday starting between 0800 and 1000 and finishing between 1600 and 1800

We are pleased to announce that we are looking to fill a number of vacancies for Trains Administrators 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.

The closing date for applications is Monday 8 May @ 23.59 hours - We reserve the right to close the application window early if we receive a high volume of suitable applications.

Please note, before applying for this role, you must fully read and understand the full job description and all associated links.

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 in order 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
• Education to a GCSE standard (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).
• Working knowledge of Microsoft Office (Outlook, SharePoint, Excel (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 (Essential).
• 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. (Desirable).
• Experience of managing demanding diary commitments (Essential).
• Experience of maintaining and implementing administrative and filing systems (Desirable).

Skills Required
• Ability to create and maintain positive working relationships when working remotely from the customer. (Essential).
• Competent and confident in use of telephone and email. (Essential).
• Confident with Microsoft Office. (Essential).
• Ability to adapt to changing workload and circumstances. (Essential).
• Ability to prioritise and manage multiple demands. (Essential).
• 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 (Essential).
• Keen attention to Detail (Essential).
• Information Management & Reporting (Essential).
• Email Management (Essential).
• LU Policies and Procedures (Desirable).
• Working knowledge of SAP (Desirable).
• Ability to take accurate notes and present minutes in a standard format, completed withing deadlines. (Desirable).

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% reimbursement scheme on National Rail.
• 29 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.

For further information and to apply click here.