Program Office Administrator

  • Permanent
  • London SE1
  • Salary: £ 25000.00 per annum
  • Job Reference: JS/HQ00011900
Our client, a national public health care organisation is currently on the search for a Programme Office Administrator reports to the programme Office Coordinator. The role is required to provide efficient, effective and professional administrative support to achieve the Programme Management Office (PMO) objectives and the successful delivery of associated projects across company's business.
  • Support clients: Develop strong and professional working relationships with stakeholders.
  • Administrative Support: To provide all aspects of administrative support to the Programme Management Office and associated projects.
  • Management Information Systems (MIS): Assist in the upload, storage, accessibility and development of the MIS for the Programme Management Office. This will include but is not limited to the G Drive, the internal Database, Microsoft Teams, the website and any other system/s that the PMO will implement from time to time.
  • Project Management and Reporting: Assist the Programme Management team in establishing, monitoring and delivering project objectives and outputs and reporting to agreed timelines.
 
Key Accountabilities
1. Corporate Accountabilities
  • To work with colleagues, always promoting the success and profile of the company as a                  whole.
  • Make a positive contribution to team working within the company providing support as required.
2. Corporate Programme Management Accountabilities
  • Provide administrative support to the Programme Management Office with planning and   facilitating meetings, including note taking, arranging meeting rooms, prepping external attendees, send out Agenda's/Papers.
  • Assist in the development and maintenance of project plans, presentations and reporting formats for the successful delivery of projects.
  • Assist with developing and maintaining project processes and templates to support efficient and value for money for the company.
  • Coordinate project activities, schedules and information. This will include as a minimum, booking, confirming and updating appointments, meetings and travel arrangements.
  • Assist in the upload, storage, accessibility and development of programme documentation for the Programme Management Office. This will include but is not limited to the G Drive, the company's internal database Realtime, Microsoft Teams, Box, the company's website and any other system/s that the organisation will implement from time to time.
  • Coordinate with project team members for updates and progress reports.
  • Act as a central point of contact for the Programme Management Office.
  • Assist with the production of presentations to internal and external stakeholders.
  • Assist in maintaining project files and archives.
  • Ensure good governance in delivering the objectives, and prepare progress updates and routine correspondence, acting on own initiative.
  • Support the Programme Coordinator in developing and maintaining Communication activity within the Programme Management Office, including but not limited to; providing the Communications Team with relevant activity/current news that can be implemented within the company's social media platform in the form of Twitter, LinkedIn, BUZZ and business updates.
  • Liaise with internal and external stakeholders as necessary, in particular, those who are involved with current project activity on a regular basis.  Develop and foster effective partnerships working with other stakeholders, external agencies, and health & social care providers in so far as project information is required
  • Interact with the organisation's regional office based staff to ensure that they are aware of any matters arising which may impact on the organisation's key deliverables and corporate objectives.
  • Promote and communicate the organisation's vision and goals in undertaking your duties.
  • Ensure that sustainability and environmental issues are considered so that the organisation meets its statutory obligations and targets.
  • Undertake any other duties commensurate with the post as may be requested from time to time.
  • Undertake training and personal development on a regular basis.
 
Person Specification
Qualifications/Knowledge & Application:
Essential
  • Educated to first degree level or equivalent experience
  • Experience of supporting a project or operational team with administration.
  • Advanced IT skills particularly Word, Excel, Powerpoint,
  • Excellent organisational and communication skills.
  • Enthusiastic and outgoing self-starter with initiative and common sense.
  • Ability to work alone and as part of a team.
  • Ability to motivate others and keep people on track.
  • Reliable, honest and trustworthy.
  • Ability to demonstrate resilience and a commitment to continued professional learning.
  • Excellent attention to detail and accuracy.
  • Flexibility of attitude, willingness and commitment to the success of the team.  
 
Desirable
&#$2022; At least two years' experience in an administrator role environment.
&#$2022; Experience of working within a project group
&#$2022; Health/Public Sector/Property related experience may be useful
&#$2022; Project management qualification

Start Date: 06 Feb 2019