Appointment Basis: Permanent

Location: Based at Willesden NW10 4UY OR New Cross Gate SE14 5RW with travel across other London depots.

Salary: £35,000 per annum

Apply by: 29th August 2023

Shift Pattern: Monday - Friday 37.5 hours

At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

Could you be the full-time Administrator and Document Controller in Willesden we’re looking for?

Your future role

Join us as an Administrator and Document Controller at Willesden Train Maintenance Depot and you will be looking at a fantastic role within a major UK Rail services organisation. You will be responsible for document control across all London overground sites including New Cross gate Willesden and Ilford. You will be based out of Willesden or New Cross Gate depot and travel to the other 2 sites is expected to be on average 1 day a week based on business needs.

You'll provide efficient and effective administration as part of London’s major trains services. Day-to-day, you’ll work closely with teams across the business, record keeping, cost control, process management and much more.

As part of the Document control side of the position you will be responsible for:

• Ensuring the methods to be used for the identification, collection, indexing, filing, retention, storage, archiving, protection, retrieval and eventual disposal of records both before and after archive comply to the applicable Company and legal requirements including minimum retention times for each category of record
• Notifying process owners of upcoming review dates in line with document control register and governing their completion.
• Ensuring these standards are equally enforced on our digital file storage solutions (primarily Microsoft SharePoint sites) as well as our physical document control.
• Managing digital file storage capacity and usage
• Maintaining records to demonstrate compliance with fleet vehicle management processes including Fleet Operator Recognition Scheme ("FORS").

As part of the administrative side of the role you will be contributing to providing an efficient and effective administration service to three Services maintenance sites. This will include:

• Ensuring that agency time sheets are processed to ensure payments are managed to agreed time frames
• Undertake administrative duties as specified by the Site Management teams, including organizing and taking minutes, travel & hotel booking ,lunch order and meeting room requests.
• To produce & distribute reports, KPIs and Periodic reports and update weekly KPI’s
• To be responsible for processing Payroll, Agency timesheets, Monthly working hours and monthly invoice checks for Finance
• Manage the stationery budget, place order for workwear orders for the site
• To perform a range of administrative duties including, but not limited to; photocopying, mailing, answering the telephone, dealing with queries ,and greeting guests
• To be responsible for Time & Attendance, Annual leave & Sickness management - ALISTA
• Actively promote & support 5S
• Provide support & Cover as and when required at all RS&S sites
• Provide support to HR department regarding employees, including medicals, new starters, personnel files

All about you

We value passion and attitude over experience. That’s why we don’t expect you to have every single skill. Instead, we’ve listed some that we think will help you succeed and grow in this role:

• Proficient in use of maintenance management system (Maximo/SAP GSI)
• Experience of document control processes, procedures and legal/company requirements
• Professional experience in a similar role with suitable qualifications
• Good verbal and communication skills.
• IT skills – competent user of Microsoft Office including Word, Excel, PowerPoint, Outlook, Teams, SharePoint
• English fluent level
• All internal employees must inform their Line Managers when applying.

Things you’ll enjoy

Join us on a life-long transformative journey – the rail industry is here to stay, so you can grow and develop new skills and experiences throughout your career. You’ll also:

• Enjoy stability, challenges and a long-term career free from boring daily routines
• Collaborate with transverse teams and helpful colleagues
• Contribute to innovative projects
• Utilise our flexible working environment
• Steer your career in whatever direction you choose across functions and countries
• Benefit from our investment in your development, through award-winning learning
• Benefit from a fair and dynamic reward package that recognises your performance and potential, plus comprehensive and competitive benefits (pension, life ins., medical, + anything specific to the site e.g. free on-site parking, canteen etc).

You don’t need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!

Important to note

As a global business, we’re an equal-opportunity employer that celebrates diversity across the 70+ countries we operate in. We’re committed to creating an inclusive workplace for everyone.

At Alstom we will consider requests for flexible working on hiring. Many of our staff work flexibly in many different ways, including part-time, flexible start and finish times, job sharing, or compressed hours. Please talk to us at interview about the flexibility you need.

Alstom U.K. is an equal opportunity employer committed to creating an inclusive working environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected. We aim to have a welcoming and inclusive environment for individuals, of different ages, genders, ethnicities, disability, LGBT, religion and/or belief.

As a 'Disability Confident' employer, we will interview all disabled job applicants who match the essential criteria of the job description or specification: if you require any reasonable adjustments, please let us know.