Administrator (Band 1)

Job title: Administrator

Salary: Circa £30,000

Grade: Band 1

Contract type: Permanent

Reference: 5303

Number of roles: 1 x Full Time Contract details: Permanent

Location: Hybrid working

Application closing date: Friday 18th September

All offers of employment are subject to satisfactory right‑to‑work checks, and candidates must be able to demonstrate their legal right to work in the UK. In certain circumstances, TfL may be able to sponsor Skilled Worker visas for roles and individuals that meet the required eligibility criteria, including those covered by transitional rules. Further details can be found here: Our response to visa sponsorship changes.  

About us: 

Transport for London’s Spatial Planning team plays a central role in shaping London’s growth —bringing land use and transport planning together to deliver sustainable, well connected development across London. The team works hand in hand with GLA colleagues and across TfL to develop and implement the London Plan and to influence boroughs’ local plans to ensure that growth is sustainable and is aligned with the Mayor’s Transport Strategy and long-term transport investment. Working closely with teams across TfL, GLA, boroughs, and developers, the team identifies and secures the infrastructure needed to support major development, protects TfL’s assets, and makes the case for high quality, sustainable places that meet London’s future needs.

The Administrator will play a crucial role in providing support for the Spatial Planning directorate, ensuring the effective day-to-day operation of the wider directorate, enabling governance, non-operational resourcing, and other administrative processes to work smoothly. This role will form part of the Executive Support Office team – who are responsible for ensuring the respective directorate or office is able to achieve its objectives and manage wider business priorities. This role will work closely with the Executive Manager in supporting the day-day management and administration of the Executive Office.

Key Accountabilities:

• Providing administrative support to assist the effective running of a wider directorate or office. This will include supporting local processes in achieving effective business outcomes within the respective area
• Accountable for the efficient co-ordination and maintaining of information, documents and records for the respective directorate or office
• Assisting with the distribution of directorate wide internal communications in collaboration with the Executive Office and Support Services
• Supporting the management and co-ordination of systems for effective handling of work, internally and across directorate areas
• Supporting with the co-ordination of purchasing and budget/procurement support activities (including raising POs, liaising with vendors and Finance)
• Supporting the wider directorate in the administration and awareness of internal SHE obligations for the area (including but not limited to: PGIs, Safety tours; Senior Management engagement; DSE Assessments; carbon literacy training)
• Accountable for providing support at local and directorate wide meetings, including note taking and capturing key actions
• To provide coverage of any general administration activities across the Executive Office team

Skills, Knowledge & Experience:

Skills:

• Good written and verbal communication skills to be able to respond to correspondence in a clear and succinct manner
• Highly skilled in the use of Microsoft Office applications
• Understanding of SharePoint site creation and design, as well as maintenance
• Ability to build effective working relationships with colleagues across the organisation at all levels
• Ability to provide support in meetings including capturing minutes and actions
• Competent in data entry and maintenance, with the ability to analyse data sets if required

Knowledge:

• Good knowledge of TfL management/administrative systems
• Knowledge of finance and budgets where required
• Knowledge of common office procedures
• Understanding of TfL Policies, procedures and processes
• Awareness of key contacts internal and external to the respective office/directorate
• The ability to develop presentations and reports for the office at all levels

Experience:

• Experience in working within an office environment, providing administrative support to a directorate or business area
• Experience in using Microsoft Applications proficiently
• Experience of working under pressure within a large and complex organisation
• Experience of engaging with internal and external stakeholders:

Application Process:

• Please apply with your CV & 1 Page Cover Letter
• Think carefully about the skills, knowledge and experience in the advert and cover this in your CV
• PDF format preferred and do not include any photographs or images
• We may close this advert early if we receive a high volume of suitable applications. 

We will make every effort to give you as much notice as possible, however some interviews/assessments could be organised at short notice.

Equality, diversity and inclusion:

We are committed to equality, diversity and inclusion and aim to reflect the diverse communities we serve. We believe that a diverse workforce enables us to deliver better services and outcomes. Our goal is to make our recruitment as inclusive as possible. As a Disability Confident Leader, we actively encourage applications from disabled people. As part of the Disability Confident scheme, we aim to offer an assessment or interview to candidates who apply via the scheme where the minimum essential criteria for skills, knowledge and experience has been met. In some circumstances, it may not be practical to offer an interview or assessment to every candidate who applies through the scheme and meet the minimum essential criteria; in these situations, we select candidates who best meet the minimum criteria for the job rather than interviewing all who meet them. 

Across all recruitment activity, we recognise that selection methods may vary depending on the nature and scale of the campaign and will be applied fairly, consistently and proportionately in line with our Disability Confident commitments.   

Benefits:

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the level of role but mostly include the below:

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 
TfL is committed to work-life balance, operating a hybrid working approach where business and role requirements allow
Private healthcare discounted scheme (optional) (Delete if not applicable – LU spot grades/Q grades)
Tax-efficient cycle-to-work programme
Retail, health, leisure and travel offers 
Discounted Eurostar travel
 
We will make every effort to give you as much notice as possible, however some interviews/assessments could be organised at short notice.

Hybrid working within this role enables a balance of 50 per cent of time split between the office and home over a 4 week period. Hybrid working arrangements can evolve subject to business requirements. 

Vetting Process:

At Transport for London, safety, trust and fairness sit at the heart of how we recruit. Our Vetting Charter (https://tfl.gov.uk/corporate/careers/our-vetting-process) explains the checks we carry out before you join us, helping ensure we create a safe, inclusive and reliable network for everyone who depends on our services. We simply ask that the information you provide is honest and accurate so we can progress your application smoothly. If something doesn’t match or can’t be verified, we may not be able to move forward with your application, but we’ll always treat you with transparency, respect, and clear communication throughout.

TfL is currently unable to provide sponsorship to candidates for this role as the Home Office’s eligibility criteria for sponsorship will not be met. TfL keeps its approach under review in line with changes to UK immigration rules. We are also unable to provide advice or guidance on individual immigration queries and advise candidates to check the Government’s website for further information. 

You may be required to undergo a Metropolitan Police NPPV1 (non-police personnel vetting) vetting process.