JOB DESCRIPTION: Project Administrator /

Reports to Project Manager
LocationBristol (with some travel required)
Salary£22,219-£25,346 pro rata (based on NJC Local Authority pay scale points–25-29)

ContractPart Time, 22.2hrs per week.Permanent

MAIN PURPOSE OF POST

To support a dispersed project team who aredeveloping and delivering a complex cross sector project, in pilot sites across England.

Funded by the National Lottery through the Big Lottery Fund.

DUTIES AND KEY RESPONSIBILITIES

  1. Project Team
  • To support the whole team with travel bookings.
  • To book venues and associated activities for training schemes associated with project delivery.
  • To plan and set up team meetings, including coordination of agenda and minute taking.
  • To support the Project Manager with set up of a biannual conference for project partners.
  • To undertake admin tasks which allow the team to support trainees who are taking part in the project.
  • To provide additional support, when agreed by the Project Manager, to the Research & Evaluation Team where it relates to the project evaluation.
  • To assist the team in ensuring data produced by the project is held appropriately in the Women’s Aid client database.
  • To act as the first point of contact in assisting the team in troubleshooting IT issues where possible.
  1. General responsibilities
  • To contribute to team meetings and organisational priorities, to prepare and participate in supervision and appraisal meetings
  • To take direction on projects and priorities from the Project Manager, which may vary from time to time.
  • To maintain clear and adequate records of work completed and to produce reports on work programmes and activities as requested by management.
  • To assist where necessary, in the organisation of conferences or events organised by Women’s Aid.
  • To carry out word-processing, filing, and administrative tasks necessary to comply with the job description.
  • To abide by organisational policies, code of conduct and practice, and to work within a framework of equal opportunities and anti-discriminatory practice.
  • Representing Women’s Aid at external meetings, conferences, seminars and other events as required.
  • To be flexible within the broad remit of the post.
  1. Other
  • The job description for this post will be reviewed annually to meet organisational priorities.
  • Based in Bristol, this job involves occasional travel throughout England. Occasional evenings, weekends and unsociable hours are required.

PERSON SPECIFICATION: Project Administrator

EXPERIENCE

Essential:

  • Experience of providing administrative and/or secretarial support to individuals or a team (or similar);
  • Experience and knowledge of a variety of computer packages, particularly a good range of Microsoft products. The willingness and ability to learn new packages is also required;
  • Experience of liaising with a variety of individuals, organisations, suppliers, service providers etc.

Desirable:

  • Experience of supporting a dispersed team;
  • Experience of supporting a large, complex project;
  • Experience in the voluntary or statutory sector supporting survivors of domestic/sexual violence/violence against women;
  • Experience of providing IT software and hardware support/maintenance.

SKILLS & ABILITIES

Essential:

  • Ability to bring order to complex and competing sets of tasks, working to a number of people;
  • Ability to manage and prioritise own workload;
  • Sound project coordination skills;
  • Excellent interpersonal and verbal communications skills including networking and liaison at a variety of levels;
  • Ability to collate, organise and present information efficiently;
  • Ability to think creatively, within an environment of continuous improvement, seeking ways to improve current practice and solution-focussed throughout;
  • Ability to plan and initiate work effectively, both independently and as working as part of a team;
  • Ability to work on several projects to deadlines in a complex, changing environment;
  • Ability to work on own initiative, both as an individual and within the staff team;
  • Proficient IT skills, preferably in a Windows based environment, and in using databases, email, Skype and the Internet safely and securely.

KNOWLEDGE

Essential:

  • Understanding of the need to maintain confidentiality in all areas of work.
  • A basic understanding of the experiences, needs and effects of domestic violence on women and children and a willingness to learn.
  • A basic understanding of the work and role of Women’s Aid.

Desirable:

  • Understanding of Project Management processes and structures.

EDUCATION/TRAINING

Essential:

  • No formal qualifications are required.

Desirable

  • Project Management qualification.

OTHER REQUIREMENTS

Essential:

  • Able to demonstrate a commitment to, and understanding of, the aims and objectives of Women’s Aid and to improving the safety, lives and experiences of women and children effected by domestic violence.
  • Commitment to anti-discriminatory practice and equal opportunities;
  • Willingness to travel regularly and work occasional weekends and evenings as required.

SUMMARY OF TERMS AND CONDITIONS OF EMPLOYMENT

Terms of appointment: Confirmation of appointment will be subject to the satisfactory completion of a probationary period. This will normally be of six months. During this time an employee will be expected to establish their suitability for the post. During the probationary period employment may be terminated in writing, giving one week's notice by either party (this may be waived by mutual agreement). Only any statutory dismissal procedure will apply during the probationary period. There is no probationary period for contracts of under 3 months.

Salary: £22,219-£25,346 pro-rata (based on NJC Local Authority pay scale points –25-29)

+ benefits. Salary is paid in arrears through bank credit by the 25th of each month. Part time staff receive pro-rata payment based on hours worked.

Working hours: The standard working hours for this post are 22.2 hours per week, based in Bristol; benefits include a generous bank holidays and annual leave package and contributory pension scheme.

Support and supervision: Women’s Aid has a commitment to providing regular supervision and support to staff with annual appraisals forming a key part of staff development. We have a training policy in place and encourage staff to take an active role in their career development plan.

Pension: Women’s Aid is enrolled with the People’s Pension scheme. Women’s Aid normally contributes 7% of salary and the employee contributes 3% towards the group pension scheme. Eligible staff will be automatically enrolled on the scheme when they have successfully completed the 3 month interim probationary review. .

Annual Leave: Women’s Aid offers an annual leave entitlement of 25 days per year rising by one day per year until 30 days annual leave per year is reached. In addition, we offer 8 days public holidays plus 2 additional days in March and August. All leave entitlement is calculated prorata for part time employees.

Other leave: Employees have contractual rights to time off for reasons of sickness, maternity and other circumstances.

Period of notice: 1 month after your probationary period has been completed.

Union: You have a right to membership of a trade union. Women’s Aid recognises Unison.

Asylum and Immigration Act 1996: To comply with this Act, Women’s Aid will need to see the original of at least one document from a specified list. The list of specified documents will be sent to the first choice candidates if this Act applies to their employment with us.

Additional information is available on request.

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