JOB DESCRIPTION

Job title:Project Administrator, Estates Programme

Directorate:Deputy Chief Executive Officers

Grade:3

Responsible to:Senior Project Manager, Estates Programme

Hours:35

Purpose

The Royal College of Obstetricians and Gynaecologists (RCOG) will be moving from its location in Sussex Place to take up residence in a new building. The move from the current location will be complete by December 2019 and is being delivered by the move project. .

The move project is comprised of nine interdependent workstreams as follows:

  • IT&AV
  • Finance
  • Communications
  • People and Process
  • Logistics
  • Business Continuity
  • Research and Information Services
  • Events
  • Trading

The above workstreams exist as nine individual workstream groups, which report into the Move Project Group, which in turn reports in an overarching Estates Programme Board.

Initiation of the Estates Programme has commenced in readiness for the move from Sussex Place in December 2019. The Programme Board and Move Project Group have both been mobilised, with most of the nine workstreams initiated or due to imminently. All of these groups are working to the strict governance and programme controls implemented that aid the discipline and rigour required to deliver a programme of this size and complexity.

The Administrator role will provide an excellent standard of administrative support to the Senior Project Manager, as well as support for other staff across the Estates Programme as required.

Main duties

  1. Provide administrative support to the Senior Project Manager.
  2. Ensure that all administrative tasks within the office are completed within appropriate timeframes and to a professional standard.
  3. Act as the first point of contact for administrative enquiries, including handling email enquiries directed to the Estate Programme.
  4. Maintain systems, procedures and records in line with RCOGpolicy.
  5. Ensure the necessary records are maintained that will readily provide current, accurate and accessible information.
  6. Booking venues and equipment for project meetings.
  7. Co-ordinating workstream, Move and Estates Programme meetings.
  8. Accurate minute taking during meetings, the recording of issues discussed, decisions taken and agreed actions,ensuring minutes and action points are produced and distributed within an appropriate timeframe.
  9. Provide appropriate administrative support to the Programme Board and Move Project Group meetings, including timely preparation and circulation of papers
  10. Provide support to the Senior Project Manager in all areas of project management as required.
  11. Liaison with workstream leads and any appropriate resulting administrative duties as agreed with the Senior Project Manager.
  12. Any other reasonable tasks required as by the Senior Project Manager.

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and be subject to amendment in consultation with the job-holder.

Signed: ______Date: ______

PERSON SPECIFICATION

Administrator

Education requirements

Essential criteria / Desirable criteria
  • Grade A-C GSCE in Maths and English (or equivalent)
  • Educated to Degree level (or equivalent)
/
  • PRINCE 2 Foundation or full PRINCE 2 qualification (or equivalent)

Experience

Essential criteria / Desirable criteria
  • Experience of working in an office environment performing administrative tasks
/
  • Experience of working in a project environment

Skills and abilities

Essential criteria / Desirable criteria
  • Highly organised, using effective systems and processes
  • Delivers reliably to deadline
  • Ability to deal with conflicting priorities and to work under pressure
  • Demonstrable interpersonal skills to work constructively and flexibly with a wide range of stakeholders
  • Excellent minute taking skills
  • Able to record information accurately
  • Able to exercise absolute discretion with confidential and sensitive information
  • Excellent computer skills (e.g. using MS Office, including Word, Excel and PowerPoint)
/
  • Experience of using MS Project

Other requirements

Essential criteria / Desirable criteria
  • Demonstrates a flexible and adaptable approach to work
  • Undertakes tasks and supports organisational aims in a constructive and positive manner
  • Close attention to detail
  • Able to work independently
  • Contributes positively to team dynamics
  • Respectful of other team members ideas
  • Exercises tact and diplomacy
  • Punctual and reliable
  • Demonstrates commitment to self-development and learning
  • Highly self-motivated

Competencies

  1. Personal effectiveness
  • Takes ownership and organises self to deliver results
  • Is reliable, consistent and demonstrates a positive “can do” attitude
  • Makes decisions with confidence and takes initiative in problem solving
  1. Quality
  • Is skilled and knowledgeable in own functional area/ has recognised functional expertise in own team or department
  • Seeks improvement and takes responsibility for continuous self-development
  1. Communication
  • Communicates assertively, confidently and clearly at all levels
  • Adapts communication depending on audience needs and desired outcome
  • Influences successfully across the College and beyond
  1. Working together
  • Builds good working relationships
  • Contributes to the success of the team
  • Demonstrates a commitment to equality of opportunity and dignity at work
  1. Customer focus
  • Ensures a high quality customer service is provided in own area
  • Builds rapport with customers and treats them consistently and well
  • Demonstrates adaptability and flexibility in order to meet customer needs and manage expectations
  1. Managing change
  • Manages change effectively in own area and supports others in the process
  • Is open-minded, seeks and encourages innovation