Personal Assistant

Transport for London

Aug 9

Applications are closed

Job
Full-time
Senior Level
People, HR & Administration
London

Requirements

- Good knowledge of TfL management/administrative systems
- Knowledge of Microsoft Office applications
- Good knowledge of procedural office practices
- Excellent awareness of key contacts internal and external to the respective office/directorate
- Awareness of SharePoint creation and design
- Excellent knowledge of effective diary management and scheduling
- Excellent written and verbal communication skills
- Application of Microsoft Office applications
- Appreciation of procedural office practices
- Awareness of key contacts internal and external to the respective office/directorate
- Awareness of SharePoint creation and design
- Ability to build effective working relationships with colleagues across the organisation at all levels
- Experience of providing PA support within a complex & political organisation, requiring high levels of communication with a range of internal/external senior stakeholders
- Experience of handling sensitive and confidential information requiring high levels of diplomacy
- Experience of proficiently dealing with a number of queries of differing natures, requiring an approachable and confident way of working

Responsibilities

- Accountable for providing PA support to a Chief Officer/Director, including daily workflow and diary management. Also supporting further general administrative duties
- Responsible for collaborating with other Executive Offices for the development of best practice
- Responsible for the facilitation of internal & external stakeholder relationships to monitor business priorities/deadlines, ensuring role modelling of TfL’s Vision & Values when representing the Chief Officer or Director.
- Accountable for developing & co-ordinating an effective system for handling work, internally and across directorate areas. This is to ensure the effective application of information/documents/records
- Accountable for correspondence management (including VIP correspondence) on behalf of the Chief Officer/Director office
- Responsible for the assessment of incoming e-mails and telephone calls and answer queries/enquiries directed at the Chief Officer’s/Director’s office, ensuring that key items are prioritised, escalating where required.
- Accountable for the facilitation of internal events & external visits (including but not limited to, staff conferences, all staff meetings, other events)
- Responsible for the organisation of internal and external meetings, including facilitating all travel and accommodation requirements
- Supporting with the co-ordination of purchasing and procurement (including raising POs, liaising with vendors and Finance)

FAQs

Do we support remote work?

Yes, we operate in a hybrid format, allowing for a balance of 50 percent of time split between the office and home over a 4-week period.

What is the salary range for this position?

The salary range for the Personal Assistant position is £40,000 to £46,000.

What is the contract type for this job?

There are 2 permanent positions and 1 fixed-term contract for 12 months available.

Where is the job location?

The job is located in London, with options for Endeavour Square, Palestra, or Pier Walk.

What are the working hours for this position?

This is a full-time position; specific working hours may vary but generally align with the standard office hours.

What are the main responsibilities of the Personal Assistant?

The Personal Assistant will provide comprehensive administrative and diary support for a Chief Officer or Director, manage correspondence, facilitate meetings and events, and coordinate stakeholder relationships.

What skills are required for this role?

Required skills include excellent written and verbal communication, proficiency in Microsoft Office applications, effective diary management, and the ability to build working relationships across all levels of the organization.

Is there a deadline for applications?

Yes, the closing date for applications is 21.08.24 at 23:59.

What benefits are offered with this position?

Benefits include a final salary pension scheme, free travel on the TfL network, a 75% discount on National Rail Season Ticket, 30 days annual leave plus public and bank holidays, private healthcare discounted scheme, and various discounts on retail, health, leisure, and travel.

Is there support for those with disabilities during the application process?

Yes, we are a disability confident employer and guarantee an interview to any disabled candidate who meets all of the essential criteria. We also utilize anonymizing software to ensure fair recruitment practices.

Transport for London

The world's most iconic transport network. 🌍

Government

Industry

10,001+

Employees

2000

Founded Year

Mission & Purpose

Every day, we help millions of people to make journeys across London: By Tube, bus, tram, car, bike – and more. People don’t associate us with journeys by river, on foot or via the air, but we help with that, too. Getting people to where they need to go has been our business for over 100 years, and it shows. We’re leaders in our field, and no other city’s transport system is quite as recognisable: Red buses, black taxis, Tube trains and roundels have become icons in their own right. Our main job is to keep the city moving, working and growing but to do that, we have to listen. Constant improvements across the network are fuelled by feedback and comments from customers, as well as work within communities, representative groups, businesses and other London transport stakeholders. But our progress also depends on technology and data. With the future at our fingertips, we’ve already used it to revolutionise travel payments (think Oyster and contactless payment cards), and improved travel information. Tech and data is essential, not just to our future, but to others’: third parties use our data to power apps and services vital to customer journeys. So what’s next? As well as continuing to deliver Mayor of London, Sadiq Khan’s strategy and commitments on transport, our programme of capital investments is still one of the largest. We launched the Elizabeth line, we’re modernising services and stations and making travel safer for all.