Visitor Experience Office Assistant

Transport for London; Greater London; Hybrid; GBP 26,000 - 32,000; Full time

Benefits offered by this job

Final salary pension scheme

Free travel for you on the TfL network

75% of National Rail travel discount

30 days annual leave plus holidays

Hybrid working approach

Job summary

London Transport Museum is seeking an organised Visitor Experience Office Assistant to support day-to-day operations and frontline teams. You will plan rotas, manage diaries, and maintain records to ensure a high-quality visitor experience.

Key duties include coordinating training, handling purchasing, and producing operational documentation. The role requires strong MS Office skills, discretion with confidential data, and a proactive, collaborative approach.

Qualifications

• Experience providing administrative support within a busy operational environment.
• Ability to manage multiple priorities and meet deadlines effectively.
• Experience coordinating meetings, managing diaries and supporting team activities.
• Excellent attention to detail and record-keeping skills.
• Experience handling confidential information with professionalism and discretion.

Responsibilities

• Coordinate staff rotas and schedules to support operational requirements.
• Support workforce planning activities, including annual leave administration and staffing coordination.
• Work closely with managers to ensure teams are deployed effectively across the Museum.
• Coordinate training activities and maintain accurate training records.
• Research training providers and support learning and development initiatives.
• Raise purchase orders and support financial administration processes.
• Manage team inboxes, diaries and meeting schedules.
• Prepare documentation, reports and communications for operational teams.
• Organise meetings, take minutes and coordinate team events.
• Maintain accurate records, databases and administrative systems.
• Support wider departmental projects and operational initiatives as required.

Skills

Staff rotas

Workforce planning

Office administration

Microsoft Office

Data management

Communication

Tools

Databases

Job description

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Location: London Transport Museum, London's Transport Museum

Company: TfL, GLA or OPDC

Job title: Visitor Experience Office Assistant

Salary: £29,000

Grade: Band 1

Contract type: TfL

Reference: 5655

Team: Visitor Experience

Contract details: Permanent (Monday to Friday, including occasional weekendsand evenings)

Location: London Transport Museum, on-site

Please Note: We reserve the right to close this vacancy early should we receive a high volume of applications; therefore, we encourage interested candidates to apply as soon as possible.

We are looking for the successful candidate to start in the first week of January.

All offers of employment are subject to satisfactory right‑to‑work checks. Candidates must be able to demonstrate their right to work in the UK. At the present time TfL is unable to offer visa sponsorship for this role.

This is an administrative and coordination role. We are seeking candidates with previous office administration, scheduling, coordination, or business support experience. Candidates without relevant administrative experience are unlikely to be successful.

Overview of the Role

Do you have experience managing staff rotas, workforce planning and operational administration in a busy customer-facing environment? London Transport Museum is looking for a highly organised Office Assistant to support the day-to‑day running of our Visitor Experience operation.

You will be responsible for ensuring frontline teams are effectively planned, scheduled and supported, helping to deliver an outstanding visitor experience. Strong organisational skills, attention to detail, confidence using Microsoft Office and the ability to manage multiple priorities are essential.

This role is best suited to candidates with experience in rota management, workforce scheduling and operational administration. Experience supporting frontline teams within a museum, visitor attraction, hospitality, retail or similar customer-facing environment would be highly advantageous.

Key Accountabilities

• Coordinate staff rotas and schedules to support operational requirements.
• Support workforce planning activities, including annual leave administration and staffing coordination.
• Work closely with managers to ensure teams are deployed effectively across the Museum.
• Coordinate training activities and maintain accurate training records.
• Research training providers and support learning and development initiatives.
• Raise purchase orders and support financial administration processes.
• Manage team inboxes, diaries and meeting schedules.
• Prepare documentation, reports and communications for operational teams.
• Organise meetings, take minutes and coordinate team events.
• Maintain accurate records, databases and administrative systems.
• Support wider departmental projects and operational initiatives as required.

Skills, Knowledge & Experience

Administration & Coordination

• Experience providing administrative support within a busy operational environment.
• Ability to manage multiple priorities and meet deadlines effectively.
• Experience coordinating meetings, managing diaries and supporting team activities.
• Excellent attention to detail and record-keeping skills.
• Experience handling confidential information with professionalism and discretion.

Workforce Planning & Scheduling

• Experience creating and maintaining staff rotas, schedules or resource plans.
• Ability to support workforce planning activities and respond to changing operational needs.
• Experience coordinating annual leave, shift allocation or staffing arrangements.
• Strong organisational skills with the ability to balance competing priorities.

Communication & Relationship Building

• Strong written and verbal communication skills.
• Ability to build positive working relationships with colleagues and stakeholders.
• Confident communicating with people at all levels.
• A collaborative approach and commitment to excellent customer service.

Systems & Technical Skills

• Proficient in Microsoft Office applications, including Outlook, Word and Excel.
• Experience maintaining databases, records management systems or administrative platforms.
• Ability to produce accurate reports, correspondence and operational documentation.
• Comfortable learning and using new systems and technology.

Personal Qualities

• Proactive, self-motivated and able to use initiative.
• Strong problem-solving skills and a practical approach to tasks.
• Flexible and adaptable in response to changing priorities.
• Committed to delivering high-quality support and continuous improvement.
• Enthusiastic about contributing to an outstanding visitor experience.
• Experience working within a museum, visitor attraction, hospitality, retail or customer-facing environment.
• Experience coordinating training or learning and development activities.
• Knowledge of workforce management, scheduling or rostering systems.
• Experience supporting financial administration processes, including purchase orders and invoice management.

Why Join Us?

London Transport Museum is a unique cultural and heritage destination that inspires thousands of visitors every year through the stories of London's transport network.

As a Visitor Experience Office Assistant, you'll play a vital role in supporting the teams that create memorable experiences for our visitors while developing valuable skills in operations, workforce planning, administration and stakeholder management.

If you're a highly organised individual who enjoys variety, working with people and making a difference, we'd love to hear from you.

Equality, diversity and inclusion

We are committed to equality, diversity and inclusion and aim to reflect the diverse communities we serve. We believe that a diverse workforce enables us to deliver better services and outcomes. Our goal is to make our recruitment as inclusive as possible. As a Disability Confident Leader, we actively encourage applications from disabled people. As part of the Disability Confident scheme, we aim to offer an assessment or interview to candidates who apply via the scheme where the minimum essential criteria for skills, knowledge and experience has been met. In some circumstances, it may not be practical to offer an interview or assessment to every candidate who applies through the scheme and meet the minimum essential criteria; in these situations, we select candidates who best meet the minimum criteria for the job rather than interviewing all who meet them.

Across all recruitment activity, we recognise that selection methods may vary depending on the nature and scale of the campaign and will be applied fairly, consistently and proportionately in line with our Disability Confident commitments.

Benefits

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow. Rewards vary according to the level of role but mostly include the below:

• Final salary pension scheme
• Free travel for you on the TfL network
• Reimbursement of 75% of the cost of a standard class Ticket for National Rail travel from home
• 30days annual leave plus public and bank holidays
• TfL is committed to work-life balance, operating a hybrid working approach where business and role requirements allow
• Private healthcare discounted scheme Tax-efficient cycle-to-work programme
• Retail, health, leisure and travel offers
• Discounted Eurostar travel

We will make every effort to give you as much notice as possible, however some interviews/assessments could be organised at short notice.

Vetting Process

At Transport for London, safety, trust and fairness sit at the heart of how we recruit. Our Vetting Charter ( https://tfl.gov.uk/corporate/careers/our-vetting-process ) explains the checks we carry out before you join us, helping ensure we create a safe, inclusive and reliable network for everyone who depends on our services. We simply ask that the information you provide is honest and accurate so we can progress your application smoothly. If something doesn’t match or can’t be verified, we may not be able to move forward with your application, but we’ll always treat you with transparency, respect, and clear communication throughout.