E&F Administrator

1- To act as a central hub for receiving, processing and distributing programme and project information and documents, maintaining a database as required.

2- Set up and maintain a configuration library to identify, record and track all documentation associated with a programme or project, maintaining version control. Undertake word processing.

3- To support the production and tracking of project plans and associated reports in-line with internal project governance standards (PRINCE2).

4- Maintain and provide a quality control function for programme management.

5- Be involved in the development of standards to support the successful delivery of programmes and projects.

6- Be responsible for coordinating the preparation of agendas and papers for meetings as well as the production of minutes.

7- Book venues and arrange meetings, seminars, training, travel and accommodation for team staff, as well as providing support with the preparation and running of events and workshops.

8- Make and receive calls, acting as the first point of contact on behalf of programme/project or other supported functions staff. The post holder must be able to field calls and provide information where appropriate.

9- Manage team members diaries

10- Monitor and sort incoming/outgoing correspondence for action (both electronic and written) and reply through verbal/written communication and email when required. Where the intended recipient is absent, reallocate correspondence appropriately.

11- Participate in the production of written procedures and protocols for within Programme and project management support and administration and inform staff of such procedures and protocols.

12- To provide a quality assurance role in respect of documentation and programme and project standards used.

13- Support the project teams and staff with the management of risks, issues and benefits. In particular develop and maintain up to date associated registers, ensuring that the owners are aware of when escalation is required.

14- To liaise with external agencies and suppliers, as required on behalf of the project office and project staff. This will include the processing and sharing of information relating to particular projects.

15- To provide cover where necessary for other Project Office staff.