Job Description

Job Ref:

DOH1072

Branch:

DFT Operator

Location:

London

Salary/Benefits:

Up to 46,000 dependent on experience

Contract type:

Permanent

Hours:

Full Time

Hours per week:

37.5

Posted date:

29/05/2025

Closing date:

14/06/2025

Job Role:

Executive Support

Location:

Hybrid with Waterloo General Office

Role Type:

Permanent

Reporting to

: Business Manager

Salary:

Up to 46,000K

Description summary

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DfT Operator Limited 'DFTO' was established by the Department of Transport in 2018 to take over the management of rail franchises should it become necessary to bring them into public ownership. Following the Royal Assent of the Passenger Railway Services (Public Ownership) Bill 2024, the Department for Transport gave DFTO a new mandate to bring all currently privately-owned train operators into public ownership, as part of flagship Public Ownership Programme, delivering on its commitment to reform Britain's railways.





It currently has responsibility for four train operators, LNER, Northern Trains, Southeastern and TransPennine Express. In December 2024, the Secretary of State announced that the next three train operators to transfer into DFTO in 2025 would be South Western Railway (25th May); c2c (20th July) and Greater Anglia in Autumn 2025. It therefore needs to be well prepared, yet reactive, with a broad knowledge of UK rail issues. The experience of LNER, SET, NTL and TPT has been positive, with strong working relationships developed with management teams, the businesses are stabilised and working towards a longer-term forward-thinking strategy, and improvements in key metrics.





DFTO directors are individuals with significant rail industry experience, and the small team in DFTO facilitates quick decision making. DFTO is not a government department, we are a 'Public Corporation' of the Department for Transport. Whilst we work closely with DfT. and its professional advisers, we have our own governance and ability to quickly drive improvement.



DFTO is committed to working closely with all aspects of the rail industry and Government to ensure the continued provision of critical passenger rail services, to a high standard, in a cost-efficient manner.

Duties and responsibilities

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General support

Provide proactive inbox and diary management to 2-3 Executive Directors Highlight priorities and conflicts to an executive director, source alternatives Act on behalf of an executive director as the first point of contact Deliver effective gatekeeping, forward planning and scheduling Proactively flag and escalate and/or act upon priority emails or requests Communicate professionally on the executive director's behalf Prepare the timely circulation of agendas, materials, minutes/actions, monitor and follow up actions Assist executive directors with sign offs and follow ups (chasing) Communicate with internal and external people directly, screening calls and providing responses, including resolving and/or directing enquiries/requests to more appropriate areas of DFTO Manage the One Drive filing system observing DFTO's e-filing protocols Arrange meetings and workshops on request including meeting logistics e.g. room set-up, refreshments, AV etc. Arrange travel and accommodation bookings in line with policy Attend meetings with executive directors if required to take meeting minutes; proactive follow up on action points Liaise with executive directors to deliver administrative tasks such as expenses, post, couriers, archiving, printing, photocopying, scanning, e-sigs, electronic transfers, bundles etc. On request produce basic PowerPoint presentations and amend as appropriate Act as a liaison between the external IT provider and the executive director for IT issues or enhancements e.g. trouble shooting, suggesting IT fixes, new system set up etc.) Provide administrative and coordination support to other directors during the Senior EA's leave.

Financial management

Ensure knowledge and recording of budget spend across the four directorates Monitor local budgets and cost schedules Work with finance team to proactively manage purchase order numbers and other purchases below the PO threshold Assist the finance team in processing purchase orders and invoices, ensuring payments are requested and received in good time Prepare and collate credit card and personal expenses in a timely manner.

Event Management

Act as key contact (for attendees) liaise and work collaboratively with TOC EAs Support DFTO and TOCs with organisation of internal and external events such as conferences Support executive directors arrange hearings or other specialist meetings Provide basic project management and ownership of tasks delegated as appropriate.

Capability requirements

Exceptional organisational, planning and prioritisation skills, impeccable attention to detail, high level of accuracy and ability to work unsupervised Evidence of data and insights management e.g., extract, manipulate, analyse and present data sets and insights Confident ability to deal with senior 'clients' and build relationships with the executives Excellent standard of communication, both written and verbal; evidence of the ability to communicate appropriately to senior stakeholders Strong interpersonal skills and can evidence exceptionally high levels of integrity Evidence of the ability to deal with uncertainty comfortably A highly motivated, organised individual able and happy to work independently Professional self-starter with the ability to influence a great working culture (in person and remotely) A strong track record of meeting deadlines in a high-pressure environment Advanced Microsoft Office skills.

Prior Experience and behaviours

Several years of direct EA/PA experience at Director level/supporting at least two executives in a fast-paced environment e.g., extensive experience with diary management, arranging calls and prioritising emails Demonstrable practical experience of managing multiple deadlines for a variety of diverse stakeholders Demonstrate the ability to ensure all activities and duties adhere to risk and compliance requirements and maintain all requirements to protect confidential information Displays discretion and good judgment Adaptable and open to change showing a willingness and confidence to make suggestions for continuous improvement Ability to cope with a wide range of competing demands and changing priorities * Ability to anticipate issues, problem solve and provide practical innovative solutions.