Business & Admin Support

Job Title: Business & Admin Support (041670)

Band : 1

Salary: £25,000 to £30,000

Location: London (Hybrid-Palestra Office)

Duration: Permanent

Job Overview

You will be responsible for providing assistance to the team and implementation of business and administrative controls, standards, and procedures to ensure effective management and operation of the department.

Key Accountabilities

• Provide proactive diary management support, prioritising engagements and co-ordinating appointments for a team of Band 4 managers
• Attending meetings and taking minutes/chasing actions as required
• Ensure regular and ad hoc statistical and performance reports are produced in accordance with agreed timescales
• Support the Business Support Manager in administrating the Operational Property Teams sites and associated SharePoint libraries
• To assist Muniments as and when required (training will be given)

SAP and procurement management:

• Raising SAP shopping carts for purchase orders
• Raising invoices
• Dealing with SAP payment queries and following transactions through to payment
• Monitor purchase order funds and status to ensure that sufficient funds are available for work in progress and any delays in payment are resolved as quickly as possible

Knowledge

• Knowledge and application of all standard computer packages: Office 365 suite, particularly Word, Excel, PowerPoint, Teams, SharePoint, Yammer and Planner, and SAP (Essential)
• Knowledge of the TfL and LUL organisations and an ability to understand their complexities and that of partner organisations (Desirable)

Skills

• Ability to communicate effectively, both orally and in writing, with people at all levels across the organisation and externally (Essential)
• Ability to influence people at all levels across the organisation and outside, including negotiating and successfully facilitating joint decision-making (Essential)
• Ability to analyse complex data (quantitative and qualitative) draw conclusions and produce quality reports detailing solutions and decisions (Essential)
• Ability to manage customer expectations and deliver service to meet these expectations (Desirable)
• Ability to build effective working relations (partnering) with people at all levels across the organisation and externally (Desirable)

Experience

• The jobholder will need to have experience of providing general secretarial and administration support to professional service teams (Essential)
• Experience providing support in procuring goods and services (Essential)
• Experience of working in or with a property services or real estate function (Desirable)

Equality and Diversity

We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair

Application Process

Please apply using your CV and a two page covering letter. Think carefully about the skills, knowledge and experience in the advert and cover this in your CV.

The closing date for applications is 27.03.2023 @ 23:59

****Please note that the role may close early depending on the amount of applications we receive****

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% discount on National Rail Season Ticket and interest free loan

• 30 days annual leave plus public and bank holidays (delete one)

• Private healthcare discounted scheme (optional)

• Tax-efficient cycle-to-work programme

• Retail, health, leisure and travel offers

• Discounted Eurostar travel