Organisation - LINE OPERATIONS - Northern Line
Job - Administration
Position Type - Full Time
We are pleased to announce that we are looking for Assistants to the Train Operations Managers and Service Control Managers on a Fixed-Term basis to support with the smooth running of London Underground’s train service.
This vacancy is also to recruit to a waitlist for opportunities as they arise.
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.
Permanency and extension possible dependent on business requirements and performance in the role.
Due to the expected high response to these vacancies, we reserve the right to close this campaign once we have a suitable pool of applicants, which could be prior to the published application closing date.
Applying for this role means you have read and understood this advert and any associated links.
We strongly advise that you read about the LU Administrator Application Process before submitting your application.

KEY ACCOUNTABILITIES

Staff coverage: To ensure maximum staffing levels are met 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, entering payroll variations, and investigating pay queries.
Employee records maintenance: 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 issues such as jury service, maternity pay, age related medicals, pay queries, season ticket loans, grievances, annual leave, overtime, uniforms, and travel facilities etc.
Meetings and note taking: To take notes and prepare items, agendas and minutes for local Health and Safety and Industrial Relations meetings. Note taking may be required for disciplinary meetings.
Attendance management support: Supporting the Train Operations Manager or the Service Control Manager in managing sickness and staff leavers, obtaining information for employees such as pension estimates and entitlements and preparing leaving notices.
Letters: Preparing responses to staff queries via email or letter.
Procurement: You will be placing stationery orders and the safety and security of specific operational items such as security tags and seals, keys, uniforms, etc.
Filing: You will be responsible for organising and storing paperwork, documents and computer-based information for Personnel Files and Training files.
Ad Hoc requests: You may be required to organise training, FOI requests and Personnel File viewings amongst other admin related tasks.

KNOWLEDGE

• An understanding of Transport issues in the public sector (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 staff deployment and rostering (Essential)
• Understanding of issues which affect staff availability (Essential)
• A good understanding of London Underground’s Customer Service targets and goals (Desirable)
• Advanced knowledge of Microsoft Office (Outlook, SharePoint, Excel) (Essential)
• Knowledge of relevant Rostering & Coverage applications (Desirable)
• Knowledge of SAP, or other software application, to manage employee data, payroll, benefits, and other HR and Finance functions. (Desirable)

EXPERIENCE

• Rostering staff, ideally in a customer service environment (Essential)
• Data processing/analysis (Essential)
• Working flexibly and responding to changing demands, (Essential)
• Good written English with proven experience of report and letter writing. (Essential)
• Experience of working under pressure and to tight deadlines (Essential)
• Experience of supporting a large team with competing needs. (Desirable)
• Experience of representing managers with internal and external interests at all levels (Desirable)
• Experience of maintaining and implementing administrative and filing systems (Desirable)

SKILLS REQUIRED

Excellent communication skills face to face and via telephone and email (Essential).

• Ability to plan, prioritise, work under pressure, and manage multiple demands. (Desirable)
• Mobile and adaptable to meet the needs of operational management teams. (Essential)
• Punctuality and awareness of deadlines and prioritising (Essential)
• Ability to challenge where necessary (Desirable)
• Keen attention to Detail (Essential)
• Information Management & Reporting (Desirable)
• Monitoring Data Management systems (Desirable)
• LU Policies and Procedures (Desirable)
• Working knowledge of SAP (Desirable)
• Ability to take accurate notes and present minutes in a standard format, completed within deadlines. (Essential)

APPLICATION PROCESS:

We strongly advise that you read about the LU Administrator Application Process before submitting your application.
To apply for this role you will be asked to attach a CV, however this does not form part of the screening process.
Please ensure you have a valid email address that can be used to send correspondence to.
The recruitment process consists of 4 stages. You will need to pass each stage to progress onto the next:
Stage 1: Online Application form and screening questions
Stage 2: Online Assessment
Stage 3: Assessment centre at Ashfield House consisting of three written based exercises - one prioritisation / in-tray exercise; two coverage tests.
Stage 4: Competency Based Interview (CBI)

It will take 10-14 days after the final assessment event to hear the outcome.

• Please note - we reserve the right to add an additional assessment (Stage 2) should we receive a high number of applicants.

Online Assessment
The tests will be sent out via panpowered.com (Talogy). You will have 7 days (168 hours) in which to complete from the date and time it was sent. If you have not received the email within 48 hours of applying (excluding weekends), please check your junk/spam emails. If you are unable to locate your invite, please contact the Recruitment Team on the contact details provided at the bottom of this job description.
No extensions will be granted, therefore If you are unable to complete your test within the 7 days, we would advise you to refrain from submitting your application at this time. If you do not complete the tests within 7 days of receiving the email, you will be automatically removed from the process.
Please note: Part of the online test is timed, therefore if you require any reasonable adjustments to be made to assist you, then you will need to advise us before you begin the test. Requests for reasonable adjustments cannot be made after the test has been started.

JOB PURPOSE

To plan the ‘coverage of frontline staff’, which is a crucial aspect of workforce planning and scheduling. This involves ensuring adequate staffing levels for each shift, planning rosters in advance, liaising with managers and staff to ensure the required people resources are in the right place at the right time to ensure smooth delivery of the London Underground 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 INTERFACES IN THE ROLE:

• Train Operations Manager, Service Control Manager, frontline operational managers – to agree requirements and understand local working arrangements
• Operational staff (train operators, service controllers, signal operators) – to provide duties and respond to queries and requests
• Trade Union representatives – to help resolve ad hoc queries
• Skills Development department – to assist in the planning of training of operational staff
• Occupational Health department – to organise medical appointments
• Payroll Services – to resolve pay queries
• Establishment Planning teams – to share information of timetables and scheduling of train services, NIST for technical support and Operational Resourcing for establishment queries
• Other Assistants to the Train Operations Manager and Service Control Manager – to provide support and cover when needed.