Personal Assistant

About DFTO

DFTO is the public-sector rail owning organisation leading the transition of currently privately run train operators into public ownership ahead of the launch of Great British Railways in 2027. Its aim is to improve rail services now by bringing train operations together under a shared public structure.

With more than 30,000 employees, DFTO operates over 8,500 services each day and supports more than 640 million customer journeys annually. In the last year alone, 7,000 people joined the railway workforce.

The organisation is already delivering major improvements through train operating companies under public ownership, including LNER, Northern, TransPennine Express, Southeastern, South Western Railway, c2c, Greater Anglia and WM Trains.

DFTO works in partnership with the Department for Transport while remaining independently run with its own governance and leadership. Its focus is on providing efficient and reliable rail services for the public.

Role Purpose

This position provides high-quality personal support to the Director and their team, helping them deliver their objectives smoothly and effectively.

Key Duties

• Keep the Director’s diary organised and up to date, making sure meetings and commitments are scheduled and prioritised effectively.
• Manage and track the Director’s personal budget, maintaining accurate financial records at all times.
• Arrange meetings, conferences, visits and other functions, taking care of all practical and logistical requirements to support successful delivery.
• Draft and circulate meeting agendas and supporting papers, and help monitor follow-up actions to completion.
• Coordinate the workload of clerical support staff alongside functional managers to help ensure a consistent service.
• Maintain orderly filing and records systems, especially for standing meetings, statutory paperwork and approvals.
• Use financial and procurement systems confidently and act as a Local Purchasing Agent when needed.
• Check incoming accounts and process invoices according to internal controls, ensuring accuracy and compliance.
• Update weekly personnel records carefully and keep information accurate and properly recorded.

Essential Experience and Skills

• Strong organisational ability.
• Previous experience supporting senior leaders or managers.
• Excellent time management and prioritisation.
• Comfortable working well under pressure.
• Competent with MS Office applications.

Contract Details

This is a fixed-term contract or secondment running until 31 October 2027.

The role is based in London Waterloo.

Salary is described as competitive.

The closing date for applications is 17 July 2026.

Benefits

• Annual leave starts at 25 days and increases by one additional day for each completed year of service during the first five completed years, up to a maximum of 30 days.
• Defined contribution pension scheme with 10% employer contribution and 5% employee contribution.
• Opportunities to learn and build networks across the wider industry.

Additional Information

If you are applying on a secondment basis, you must tell your line manager before submitting your application so any workload or responsibility implications can be discussed.

DFTO aims to be an inclusive employer and welcomes applications from all candidates. Flexible working is encouraged, and reasonable adjustments can be discussed where needed.

If you need help or have questions about adjustments, you can contact [email protected].

Please do not send CVs by email; applications must be submitted using the application button.