Operations Administration Support
Hybrid,
Willesden Junction
Arriva Rail London
1 Year FTC
Closing Date: 15th October 2025
Arriva Rail London is an industry leading train operating company, responsible for running the London Overground network under a Concession Agreement with Transport for London (TfL) and is part of the Arriva group.
Here at Arriva, we are on our way to becoming the leading passenger transport partner across Europe, delivering more than 2.2 billion passenger journeys across 14 different European countries every year. We have a vision to help shape a future where passenger transport is the best choice, through digitisation, sustainability, and continuous improvement, we want you to join us at the forefront of the passenger transport industry!
We’re looking for a proactive and highly organised Operations Administrations Support to support our Windrush and Mildmay line Operations Teams. This is a varied and fast-paced role at the heart of our depot activity, where you’ll manage critical records, coordinate meetings, liaise with internal and external stakeholders, and ensure smooth day-to-day operations. If you thrive on detail, enjoy supporting others, and want to make a meaningful contribution to the rail industry, we’d love to hear from you.
What you’ll be doing:
The Operations Administrations Support will be responsible for maintaining the safety-critical staff database with complete accuracy, ensuring all records are up to date and reliable.
You will need to process stationery and stores orders for the Windrush and Mildmay Operations Teams, and check and complete invoices in collaboration with the Finance department.
The ideal individual will support Train Crew Managers, Driver Managers and HR in coordinating investigations, disciplinary hearings and grievance meetings, including diary management, notetaking and document preparation.
You will be responsible for administering sickness absence processes, including organising and minuting meetings, tracking MFA triggers, and collating Return to Work documentation.
The Operations Administrations Support will need to work with managers to ensure leavers are processed correctly, covering resignations, dismissals, retirement, redundancy and death in service.
You will maintain concession compliance records, staff briefings and training logs, and follow up on driver delays and reports in liaison with Control and HQ teams.
The ideal individual will liaise with external bodies on HR matters such as recruitment, references and train crew assessments, and act as the first point of contact for payroll and general queries.
You will need to manage drivers’ medical bookings and reviews, maintain databases for publications and mobile phones, and oversee the issuing of uniform and equipment.
The Operations Administrations Support will provide general administrative support to the Operations team, including chasing log issues and assisting with ad hoc tasks as required.
You will carry out additional duties as requested by the Train Crew Manager, contributing flexibly and proactively to the smooth running of the depot.
What we need from you:
You will need GCSEs (or equivalent) in Maths and English at Grade C or above; an HR administrative qualification such as a Certificate in Personnel Practice is desirable.
The ideal individual will have previous experience working in HR, with a strong understanding of employee lifecycle processes including payroll and investigations.
You will be responsible for using HR Information Systems to support operational efficiency; experience with iTrent is particularly beneficial.
The Operations Administrations Support will need a working knowledge of Microsoft Word, Excel, Outlook and PowerPoint, with familiarity with railway terms and conditions considered an advantage.
You will need to work flexibly and respond quickly to changing priorities, balancing planned and reactive tasks with confidence.
The ideal individual will be highly accurate and detail-focused, with a proven ability to manage their own workload while contributing effectively to a team.
You will need excellent communication skills across written, verbal and active listening, and be confident engaging with colleagues at all levels.
The Operations Administrations Support will demonstrate strong interpersonal skills, encouraging collaboration, managing conflict constructively and supporting a positive team culture.
You will need to organise your work clearly and consistently, enabling others to pick up tasks seamlessly when needed.
The ideal individual will bring a resilient, solutions-focused mindset, knowing when to consult, escalate or adapt to overcome challenges calmly and professionally.
What you’ll get from us:
Free Travel for you and a nominated person at your address on TfL Network - this alone is worth a potential total of £5,200 per annum
Free travel on Arriva branded rail services around the country
75% discount off season tickets and leisure travel on other Train Operating Companies
Discounts on European rail services after 1 year of service
Arriva Village - web based discounts on various products/services on the high street
Employee Assistance Programme - 24hr helpline, covering a multitude of subjects
At Arriva we acknowledge the importance of our people's diverse experiences, talents, and cultures. Embracing diversity and creating inclusion is a key component of our talent strategy. The creation of a diverse, inclusive workforce is central to our ability to unlock potential and enhance our success...
If you require any reasonable adjustments to be made to the application or interview process, please don’t hesitate to let us know.