Administrative and Technical Support Officer

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

Benefits offered by this job

28 days annual leave

Medical plan

Pension

Employee Assistance Programme

Wellbeing resources

Gym discounts

Cycle to work

Job summary

Port of London Authority is seeking a well-organised administrator to support the Harbour Masters team, including Marine Governance, VTS and related duties. You will coordinate departmental administration, maintain records and reporting systems, and provide technical and incident support to ensure safe, efficient marine operations.

Based at London River House, Gravesend, this 35-hour week role offers a competitive package, with strong MS Office skills, careful data management and the ability to

Qualifications

• 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.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Administrative skills

Organisational skills

Microsoft Office

Communication skills

Attention to detail

Tools

Databases

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.

A thriving tidal Thames and home to the UK's number one 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.