Job Description

The purpose of this position is to provide administrative support to the Passengers and Trains Services Department.
KEY RESPONSIBILITIES
Strategic * Contribute to the departmental objective and achievements of Key Performance Indicators.
Stakeholder / Customer * Establish and maintain professional relationship with internal & external Stakeholders to understand project requirements and deliver creative solutions that meet objectives and deadlines.
Operational * The Administration Assistant will be responsible for providing administrative and clerical support to the Station Operations including but not limited to the following:

• Official letters, emails, reports and minutes of meetings
• Collection of timesheets from Passenger Services and Trains Department for approval
• Timely and systematic collection of station forms required in completion of reports to Management
• Provision, distribution and regular replenishment of office supplies and station forms in the stations
• Daily collection of reports and official documents for submission to various departments
• Facilitate provision of access badges, name badges and other ID-related needs of the staff in the station according to approved procedures
• Collection and submission of requests forms for station uniform (shoes, vests, etc.)
• Responsible in scheduling meetings and coordination of appointment diaries, filing system and records;
• Responsible for daily updating of data and preparation of daily and weekly reports for the clients
• Regular update of sickness and absence records of station staff

Capability / People * Responsible for monitoring time, attendance and holiday for the Passenger Services and Trains Department; including outsource staff and coordinate with the Passenger Services Manager, Group Station Supervisors, Train Services Supervisor, and Station Masters that includes but not limited to the following:

• Monitoring of sickness of staffs and duly recording in the sickness file of the department

KEY COMPETENCIES
Technical Competencies * A thorough understanding of Station operations.
Behavioural Competencies * Excellent communication skills

• Flexible and adaptable to the demands of the job
• Ability to meet challenging deadlines

MINIMUM QUALIFICATIONS
Min.
Required
Education
Ideally a degree holder or higher diploma of post secondary education in related discipline.
Experience
Through understanding of station operations and associated activities.
Skills / Training
1. Fluent in English.
2. Fluent with Microsoft office tools (Must have robust knowledge in MS Excel, Power point)