Job Purpose:

To work within the Project Office providing administrative support to the Project Delivery and Business Account Management functions of the company. 

Responsibilities:

Project Office Set Up:

To assist in the creation of the necessary Project Office support tools.
To comprehend the Key Performance Indicators (KPIs) of the teams and the framework implemented to capture the metrics.

Centralisation of IT Projects:

To ensure that weekly progress reports are submitted by Project Managers for all projects.
To assist develop and maintain a central project library of historical information: 
e.g. Business Cases and Estimates, Project Plans, Project Initiation Documents, Requirements and Functional Specifications, Test Plans and Scripts, Post Implementation Reviews, Lessons Learned reports etc.
To structure status reporting for small projects and to gather updates on small projects from technical service delivery and development team leads.

IT Time Reporting:

To ensure that all IT staff submit completed Timesheets on a weekly basis and to maintain the application (e.g. add new users, add new projects).
To produce summary & adhoc reports on IT project and support activities.

IT Reporting:

To gather and report KPI’s for Project Delivery
To produce ad hoc reports as required.

General Administration:

To assist in arranging meetings and conference as requested.
To assist in managing and updating the department’s annual leave and sickness records and ensure they are submitted to HR on a weekly basis.
To provide backup for Service Delivery administrator during holidays and sick leave.

Knowledge/Skills/Experience:

Essential:

Excellent planning and organisational skills.
Excellent communication skills, verbal and written.
Excellent interpersonal skills.
Excellent problem solving skills.
Ability to influence and persuade.
Ability to negotiate and prioritise.
Ability to work in a team.
Proficient with Microsoft Word & Excel.
Good working skills on Microsoft PowerPoint.

Desirable:

Demonstrate experience of successfully executing an administrative role.
Experience of working in a Project Office or Project / Programme environment.
Demonstrate working with Microsoft Project or Project Server.
Accreditation e.g. ISEB PPSO Certificate.

Competencies:

Customer Focus. Conceptual Thinking. Self Motivation. Being in the Know. Taking Responsibility. Forward Planning. Managing for Benefit. Working with Others. Impact & Influence. Managing Performance. Business Awareness. Coaching for Performance. Continuous Improvement. Managing Change. Analytical Thinking. Self Confidence. Leadership.

Technical Skills:

Quality Management. Maintenance. Process Analysis. Project Methodology. Data Modelling. Business Strategy. Technical Awareness. Business Change Management. Business System Design. Project Costing. Technical Design. Benefit Analysis. Application Programming. Exploiting Technology. Testing. Architecture Awareness. Migration Planning. Managing Outsourced Projects. Presentation Skills. Project Planning. Negotiation Skills. Problem Solving Skills.

Team: Projects Delivery

Department: IT  

Reports to: Senior Project Office Analyst