SENIOR ADMINISTRATION - BAND 4

Highly motivated and enthusiastic individual to provide and coordinate work to ensure actions are completed and delivered against demanding deadlines and timescales. The team is specifically focused on transformational delivery and the Project Support Officer is a key part of this team in the support that they provide.

Support the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the head of department, teams and the department.

1. MAIN DUTIES AND RESPONSIBILITIES

• Input, monitor and check data to help keep track of projects.

• Gather data and feedback from team members in order to assist with the production of highlight reports.

• Collate programme wide reports from the highlight's reports produced and other information.

• Support teams in project management and participate in department events.

• Organise and plan events as necessary including producing and distributing any supporting information material.

• Work with all team members in the collection of information for performance reporting on relevant team projects.

• Act as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.

• Supply the relevant information required for financial management, supporting the head of department and team by checking and receipting invoices for payment. Order stationery as required.

• Run and collate reports which may include reports to the Board and senior management as required.

• Provide guidance and advice on relevant policies and procedures.

• Carry out other appropriate delegated duties as required.

General Administration

• Take telephone calls for the directorate when they are out of the office and expected to use their own initiative to deal with phone calls and messages.

• Undertake administrative duties such as photocopying, mail-out distributions, organising meetings, etc.

• Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.

• Prepare agendas, take minutes and distribute notes of meetings including typing up of group discussions and interviews as necessary.

• Prepare and format documents (including Word and Excel).

• Prepare agendas, take minutes and distribute notes of meetings including typing up of group discussions and interviews as necessary;

• Prepare and format documents (including Word and Excel);

• Provide administrative support including when appropriate to all team members to support a range of department initiatives;

• Work together with other senior administrator/PAs within the grove and provide an effective network of communication including dealing with visitors to the base and being flexible to cover senior administrator/PAs general duties on the base;