To provide a professional and effective administrative support service to both the PA/Business Support Manager, and the Engineering Team, reporting on a daily basis PA to the Engineering Director. The role is based within the Engineering Department.

Knowledge, Skills & Experience: - The following are essential requirements for this role:

• A professional, mature and responsible approach to work.
• The ability to maintain confidentiality.
• Articulate, numerate and excellent written English.
• Proven skills in Microsoft word packages, spreadsheet, database, and e-mail applications (Outlook).
• The ability to manage his or her own work and use initiative to solve problems.
• The ability to liaise in a professional and persuasive manner with staff at all levels of the business.
• The ability to develop and follow standard administrative procedures.
• The ability to learn new computer based packages.
• The ability to work to tight deadlines and in a pressurised environment.

Principal Accountabilities

• To provide administrative assistance to the PA/Business Support Manager and the Engineering Team, reporting on a daily basis to PA to the Engineering Director.
• To provide administrative/PA cover to other areas of the business during holiday and absence.
• To ensure relevant paperwork is available for review in advance of any meetings.
• To obtain and collate relevant information for response to enquiries.
• To prepare computer based presentations for use both internally and externally.
• To prepare and issue responses to correspondence.
• To manage the preparation of and issue of periodic reports, on-call rosters and other such tasks.
• To maintain an efficient office filing system.
• Collection and distribution of post on a daily basis.
• Arrange meetings, training days, conferences as and when required and ensure appropriate equipment is available if required.
• To attend meetings, produce and distribute action notes and/or minutes; to liaise with staff to ensure actions are completed.
• To ensure that the computerised purchasing system (DLR Metro) operates effectively for the department.
• To produce and collate reports as required for standard meetings.
• To receive visitors in a professional manner and ensure appropriate rooms and equipment are available.
• To make arrangements for business travel.
• To book car hire for the department as and when required.
• To order goods and services as and when required for example, stationery, tea, coffee business cards and other such supplies in line with company procedure.
• Arrange inductions for new team members to business as and when required.
• To organise vehicle hire as and when appropriate.
• Ad-hoc ordering of PPE for department.
• Ensure job vacancies and notices are displayed and up to date and that hallways and meeting rooms are kept clear.
• Create cohesive co-operation among other departments internally and externally including staff representatives, which is focused on achieving adequate solutions, key business objectives and continuous improvement.
• Inputting of Incident Reports for the Safety Department.
• Support different areas of the organisation, ensuring the operation of the railway continues regardless of whether it falls into the direct area of responsibility.

Ideal candidate will have intermediate computer skills, including Outlook, Excel, PowerPoint and Word.

GCSE qualifications (or equivalent) including Maths & English (Grade C)

NVQ administration qualification or relevant experience desirable qualifications

A good level of written English including spelling and grammar.

Minimum typing speed of 45wpm.

Good numeracy skills, accuracy and attention to detail.

Must have the ability to communicate effectively at all levels.

Excellent time management and the ability to meet tight deadlines.

A flexible and proactive attitude.