Business Operations Assistant / Support

Temporary Business Operations Assistant / Support   

Reference no: TL 0007 33E7 / 1   

Pay rate £18.83 per hour PAYE

This opening assignment is for 6 months 

Basic DBS disclosure required 

The role holder is accountable for providing full office management and administrative services across the Technology and Data (T&D) Directorate, supporting senior members of staff in the running of key services. The role holder supports the Business Operations Manager to coordinate and ensure ongoing improvement in the office management, administrative tasks, controls, standards and procedures that support the T&D Senior Management Team 

Key responsibilities: 

• Assist the Business Operations Manager to maintain office management, coordinate recruitment and administration. Support the implementation and maintenance of office processes, tools and working practices within the Business Operations Team.  
• Provide full office management and administration to the T&D Senior Management Team including (but not limited to) planning and organising meeting logistics, preparing papers for governance meetings, secretarial and diary management for senior managers e.g. Director, B5s, B4s as required, management of FOI and Data requests, writing and distributing cross-departmental communications.  
• Responsible for Administration tasks such as minute taking attended by senior stakeholders and prepare packs, formal minutes and actions for distribution. In consultation with the Business Operations Manager make recommendations to improve the administration of T&D’s Business-As-Usual activities.  
• Assist the Business Operations Manager with the management of the directorate’s office space including (but not limited to) organising office moves, ensuring compliance with Health and Safety Regulations and liaison with Facilities and IM Servi  
• Manage procurement and budget support activities in a timely manner including placing purchase orders, processing invoices and resolving account queries. Ordering and maintaining office stationery supplies keeping costs to a minimum.  
• Supports the Business Operations Manager to maintain accurate and complete employment records for all staff employed across the directorate, including contractor and consulting staff. Ensure all Rosters contracted hours, payments and unsocial hours’ allowances are correct. Resolve any pay enquiries.  
• Proactively monitor and escalate instances of non compliance with TfL policy and procedures management team to line managers and the Business Operations Manager.  
• Develop and maintain T&D Directorate knowledge hub sites and access assignment. Also attend to any other administration deemed necessary due business demands for ongoing T&D support. 
• Responsible for ensuring the NPL payroll is managed effectively, confirming Purchase Orders are raised, released and approved, escalating any issues to the Resource Manager for resolution. Administer the CCO Payroll Service Entry Sheet and producing and forwarding Agency Extracts within SLAs 

“Role Requirements” – to give yourself the maximum chance of success please try and ensure your CV addresses the following essential criteria: 

• Knowledge of Freedom of Information (FOI) processes 
• Knowledge of supporting legislation relevant to contract management including Agency Workers Regulations 
• Good Understanding of standard office administration process and procedures 
• Understanding of the T&D Directorate Business Operations Database 
• Understanding of supporting Procurement and Tendering functions in a public body 
• Administrative experience in a similar environment 
• Experience of supporting the delivery of resource management solutions 
• Good organisational skills and a high attention to detail 
• Ability to prioritise and work on own initiative, with the ability to balance conflicting demands 

NB: Please feel free to apply to us direct via [email protected] by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD. 

If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application. 

To help speed up the process of uploading your CV to the client we would suggest that you send us your CV in Word format (or equivalent) if possible, rather than as a PDF. 

If you are successful in securing this role, please note that for the entire duration of this contract, regardless of extension you will be working this role at the PAYE rate that has been advertised. For absolute clarity, we only work on a PAYE basis, rather than entertaining umbrella pay terms, we do not offer Ltd/umbrella or outside IR35 rates. If you wish to understand PAYE vs Umbrella more, please let us know and we can send you some additional information for clarity.