Personal Assistant to Director

Job title: Personal Assistant to director (042139)
Band: 2
Contract: Permanent
Salary: £35,000 to £42,000
Location: London (Palestra Office)/Hybrid

Job Overview

An exciting opportunity to be the PA to the Director of Legal in a busy in-house Legal department which deals with an exceptional range of work across a number of disciplines.

Transport for London (TfL) is part of the Greater London Authority family led by the Mayor of London. TfL is the integrated transport authority responsible for delivering public transport across London. TfL is a large organisation with approximately 28,000 employees and plays a key role in shaping what life is like in London and helping to create a safer, fairer, greener, healthier and more prosperous city.

TfL runs most of London’s public transport services, including London Underground, London Buses, Docklands Light Railway, London Overground, Elizabeth line, London Trams, London River Services, London Dial-a-Ride, Victoria Coach Station, Santander Cycles and the London Cable Car. The experience, reliability and accessibility of these services is fundamental to Londoners’ quality of life. TfL also manages the city’s red route strategic roads and, through collaboration with the London boroughs, TfL is helping to shape the character of all London’s streets.

TfL is committed to being an employer that is fully representative of the community it serves, where everyone can realise their potential.

The delivery of TfL’s services requires the support of a Legal function which covers a wide range of legal disciplines. As the PA to the Director of Legal, you will provide executive PA support to the Director of Legal, being the first point of contact for the Legal Department and dealing with a wide variety of both internal and external clients and key contacts on behalf of the Director of Legal.

To provide PA cover to General Counsel as required.

You will also have the chance to work with other key London agencies that TfL provides legal services to, such as the Greater London Authority, the Mayor’s Office for Policing and Crime, the Old Oak and Park Royal Development Corporation and the London Legacy Development Corporation.

The job holder will have a good attention to detail; take responsibility of own work and ensure delivered work is of a high standard, accurate and returned in a timely manner; use their own initiative and adopt a positive approach to identifying and resolving issues; be consistently and demonstrably efficient whilst working well under pressure; maintain strict confidentiality, high levels of tact and diplomacy and demonstrate honesty, integrity and fairness at all times.

Key Accountabilities

• To co-ordinate and maintain the efficient running of the office and projects of the Director of Legal and to provide executive PA support to the Director of Legal including: comprehensive and proactive diary management, anticipating future demands; proactive email management; meeting organisation, including preparing, coordinating and circulating agendas and papers; correspondence and document production, including creating, amending and formatting; printing, photocopying and assembly and collation of documents; scanning of correspondence and documents; managing and organising files; dealing with telephone, in person or emailed enquiries and to action daily correspondence, referring where appropriate; maintaining a system to track and follow up actions and other requests on behalf of the Director; providing an appropriate level of IT support and liaising with IM, as required, to resolve Director’s IT problems; managing the recording of sickness, annual leave and other absences for the Director of Legal and direct reports; supporting Legal's accommodation and hybrid working arrangements; being the first point of contact for the Legal Department, presenting a positive and professional image at all times.
• Proactive involvement with the work and working relationships of the Director and the Legal Department. Liaise with the Director’s direct reports and develop and maintain good working relationships with internal and external contacts including the Commissioner’s Office, other senior TfL staff and members of the GLA Group.
• Deputise for the Executive Support Manager to General Counsel.
• Provide assistance to the Legal Support Team as required.
• The post holder will enjoy a position of considerable responsibility and will be required to work to tight timelines and is expected to deliver efficiently, accurately and consistently according to agreed timescales.

Knowledge

• Extensive experience in providing PA support at senior level and substantial experience of providing secretarial support, preferably in a legal environment.
• Excellent technical knowledge of Microsoft Office software (Outlook, Word, Excel and PowerPoint) and good technical knowledge of SharePoint and Yammer.
• Knowledge of SAP or similar application.
• Knowledge of a legal case management system, preferably Document Manager.

Skills

The Job Holder will be required to demonstrate the following skills (all essential):

• Strong planning, organisation and prioritisation skills, with the ability to balance conflicting demands.
• Ability to communicate clearly and confidently at all organisation levels, both verbally and in writing.
• Strong ability to deal with enquires in a positive, friendly and confident manner, and an excellent telephone manner.
• Pro-active and solution-driven approach

Experience

• Experience of working in a demanding environment, with sensitive and confidential matters (essential).
• Experience and proven ability to work to strict and crucial deadlines and to deliver accurately and efficiently (essential).
• Experience and proven ability to work on own initiative with limited supervision (essential).
• Experience of managing, collating and producing large documents (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 11 May 2023 @ 23:59

Interviews will take place w/c 22 May 2023

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