Administrative and Technical Support Officer

Port of London Authority; Gravesend; On-site; GBP 33,000 - 40,000; Full time

Benefits offered by this job

28 days annual leave

Medical Cash Plan

Pension up to 14% employer

Employee Assistance Programme

Wellbeing resources access

Discounted gym memberships and cycle2e

Salary sacrifice car scheme

Rewards and discounts portal

Job summary

The Port of London Authority is seeking an organised and proactive Administrator to support the Harbour Masters team from London River House, Gravesend. The role covers Marine Governance, VTS and wider Chief Harbour Master functions, including data management and reporting.

You will maintain training and competency records, coordinate training, support operational data analysis, and assist with incident-related information while delivering accurate records and strong stakeholder engagement.

Qualifications

• Strong administrative and organisational skills with attention to detail.
• Confidence using Microsoft Office applications and a range of digital systems.
• Excellent written and verbal communication.
• Ability to build positive working relationships with a diverse range of people.
• Good judgement with competing priorities and independent, yet cooperative work style.
• Experience maintaining clear records, databases and reports.
• Proactive problem solving and continuous improvement mindset.
• Understanding of data management and confidentiality.

Responsibilities

• Provide administrative support across Marine Governance, Emergency Planning, VTS and related teams.
• Coordinate staff rosters, leave, sickness records and overtime administration.
• Prepare reports and maintain statistical data for internal/external use.
• Maintain training logs, competency records and audit trails.
• Support incident data collection and incident investigations.
• Produce routine and ad hoc performance information and KPIs.
• Take minutes and maintain accurate meeting records.

Skills

Administrative skills

Microsoft Office

Communication skills

Relationship building

Prioritisation

Teamwork

Record keeping

Problem solving

Data confidentiality

Tools

Microsoft Office Suite

Job description

Department: Harbour Masters

Reporting to: VTS Operations Manager/Senior Harbour Master

Grade: 9

Salary: £36,721

Working pattern: Monday to Friday,35 hours per week

Base: London River House, Gravesend

Closing date: 2nd October

Interview date: 19th October

Who we are:

We are the UK’s biggest port, central to the country’s economy and ambitions for growth. We connect the UK to the world, but we are much more than a conventional port.

We are driven by our purpose to protect and improve the 95 mile stretch of the River Thames which is tidal – from Teddington Lock on the border of Surrey, through the heart of London, Kent, Essex and out to the North Sea.

The role:

To provide comprehensive administrative, technical, and operational support to the Harbour Master's Team, including Marine Governance, VTS and wider Chief Harbour Master functions as required. The role is responsible for coordinating key departmental administration, supporting training and competency records, maintaining operational data and reporting systems, providing technical support and incident-related information, providing support for the HM Support Officer and contributing to the efficient delivery of safe and effective marine operations.

Key responsibilities:

Administration and Operational Support

• Providing administrative support across the Marine Governance Team, Emergency Planning, VTS Operations and wider Chief Harbour Master department.
• Managing correspondence, enquiries, records, filing systems and databases.
• Coordinating staff rosters, annual leave, sickness records and overtime administration.
• Raising requisitions, processing invoices and supporting procurement activities, including stores and uniform management.
• Providing cover for colleagues during periods of absence where required.
• Gathering and collating statistical information for internal and external reporting.

Training and Competency Support

• Maintaining VTS competency records, certification records and training logs.
• Coordinating external training courses and supporting the delivery of internal refresher training.
• Maintaining accurate audit trails and training records.

Technical and Information Support

• Providing first-line support for Harbour Master and VTS systems.
• Producing and analysing operational recordings and data to support marine incident investigations.
• Carrying out audits and data analysis to support performance, compliance and continuous improvement.
• Maintaining stakeholder databases and digital filing systems in line with data protection requirements.

Reporting and Performance Monitoring

• Preparing routine and ad hoc reports, performance information and statistical data.
• Supporting the production of KPIs, operational reports and management information.
• Preparing documentation to support projects, operational activities and regulatory requirements.
• Taking minutes and maintaining accurate records of meetings.

Emergency and Incident Response

• Providing administrative support during marine emergencies and incidents.
• Supporting incident response teams within the Marine Emergency Centre as required.
• Assisting with gathering and coordinating information to support investigations and emergency response activities.

Stakeholder Engagement

• Acting as a key point of contact for internal and external enquiries.
• Building positive working relationships with operational teams, managers, regulators, training providers and other stakeholders.
• Supporting collaborative working across Marine Services and the wider organisation.

What we are looking for:

• Strong administrative and organisational skills with excellent attention to detail.
• Confidence using Microsoft Office applications and a range of digital systems.
• Strong written and verbal communication skills.
• The ability to build positive working relationships with a diverse range of people.
• Good judgement and the ability to manage competing priorities effectively.
• The ability to work independently while also contributing as part of a team.
• Experience maintaining accurate records, databases and reports.
• A proactive approach to problem solving and continuous improvement.
• An understanding of data management principles and the importance of confidentiality.

It would be beneficial, but not essential, if you have experience or knowledge of:

• Vessel Traffic Services (VTS), marine operations or port environments.
• Maritime and Coastguard Agency (MCA) training and certification requirements.
• Supporting investigations, incident management activities or operational reporting.
• Intranet, document management or content management systems.
• Loggist training or emergency planning administration.

In return, we offer a competitive benefits package:

• 28 days annual leave (plus Bank Holidays)
• Medical Cash Plan (Westfield Health)
• Generous pension - up to 14% employer contribution
• Employee Assistance Programme and access to Wellbeing Resources
• Discounted gym memberships and cycle to work scheme
• Salary sacrifice car scheme (Tusker Cars)
• Reward and recognition portal, with access to a range of discounts

For further information or if you would like to have an informal discussion about the position, please contact Cathryn Spain, Senior Harbour Master at [e-mail].

Inclusion Statement

The PLA are committed to creating a diverse and inclusive workplace and welcome applications from all backgrounds, experiences and perspectives. Candidates will be assessed against the essential requirements for the role. Where candidates can demonstrate relevant transferable skills and experience, we encourage them to apply.

The PLA are not registered with the UK Home Office and do not sponsor candidates who require a visa or work permit to work in the UK, therefore an offer of employment cannot be made unless you currently hold the rights to live and work in the UK.