Portfolio Administrator

Midland Heart Ltd; Birmingham; Hybrid; GBP 28,000 - 36,000; Full time

Job summary

Midland Heart is seeking a Portfolio Administrator to provide high-quality administration and coordination support to our Portfolio Office in Birmingham. The role focuses on governance, records, reporting and timely information for project and portfolio teams.

The ideal candidate will have strong organisation, numeracy and communication skills, plus experience with Microsoft 365 and document management in a busy environment. This is based at Bath Row, Birmingham with some office days.

Qualifications

• Good standard of general education with functional literacy and numeracy.
• Excellent organisation and prioritisation skills with attention to detail.
• Confident communicating professionally with colleagues and stakeholders at different levels.
• Strong Microsoft 365 skills (Word, Excel, PowerPoint, Outlook, Teams/SharePoint).
• Understanding of good record keeping, document management and version control.
• Interest in project and portfolio delivery and ability to learn new processes quickly.

Responsibilities

• Coordinate portfolio governance meetings, including scheduling, agendas, papers, minutes, decisions and actions.
• Support Portfolio Board by preparing governance packs and following up agreed actions.
• Administer incoming change requests and coordinate change intake and triage.
• Maintain accurate portfolio information, systems, trackers and records.
• Arrange workshops, working groups and meetings and coordinate materials and logistics.
• Support agreed financial, procurement and resourcing processes.
• Prepare and distribute reports, presentations, governance materials and other Portfolio Office documentation.
• Support assurance, project closure, Post-Implementation Reviews and lessons learned.

Skills

Organisation

Prioritisation

MS 365

Communication

Record keeping

Education

Functional literacy and numeracy training

Tools

Microsoft 365

Job description

Are you highly organised, detail-focused and comfortable keeping multiple activities moving at the same time? We're looking for a Portfolio Administrator to provide high-quality administration and coordination support to our Portfolio Office.

About the role

You'll be at the heart of the day-to-day operation of the Portfolio Office, helping maintain effective governance, accurate records and timely information so our project and portfolio teams can make informed decisions.

What will you be doing?

As Portfolio Administrator, you will:

• Coordinate portfolio governance meetings, including scheduling, agendas, papers, minutes, decisions and actions.
• Support Portfolio Board by preparing and issuing governance packs and following up agreed actions.
• Administer incoming change requests and coordinate the change intake and triage process.
• Maintain accurate portfolio information, systems, trackers and records.
• Arrange workshops, working groups and meetings and coordinate associated materials and logistics.
• Support agreed financial, procurement and resourcing processes.
• Prepare and distribute reports, presentations, governance materials and other Portfolio Office documentation.
• Support assurance, project closure, Post-Implementation Reviews and lessons learned.

What will help you succeed?

To be successful in this role, you'll bring:

• A good standard of general education, including functional literacy and numeracy, together with relevant administration, business support or project support training or equivalent experience.
• Excellent organisation and prioritisation skills, with a strong eye for detail.
• Confidence communicating professionally with colleagues and stakeholders at different levels.
• Strong Microsoft 365 skills, including Word, Excel, PowerPoint, Outlook and Teams/SharePoint.
• An understanding of good record keeping, document management and version control.
• An interest in project and portfolio delivery and the ability to quickly learn new processes and systems.

Our ideal candidate?

Your CV should clearly demonstrate:

• Previous experience providing administration and coordination support within a structured, busy working environment.
• Evidence of organising meetings, workshops or governance forums, including preparation of papers, minutes and action records.
• Experience of maintaining information accurately within systems, trackers or databases and following up outstanding information.
• Experience of preparing professional reports, presentations, meeting packs or supporting documentation.

This role is based at our Bath Row office in Central Birmingham, with a minimum of 3 days per week in the office and the option to work the remaining days from home.

Why Midland Heart?

We're one team working together for our tenants. We're a large, ambitious housing organisation providing people with an affordable place to call home.

You’ll be joining our Programmes & Project Delivery team, playing an important role in keeping our Portfolio Office organised and ensuring colleagues have the accurate information and effective coordination they need to deliver change successfully.

We expect a lot from our people, but in return you'll find a supportive and rewarding workplace where great people can thrive.

• Applications Close: 16th October 2026

We're proud to be a Disability Confident Employer. Please feel free to contact us if you'd like to discuss any adjustments you may need to support you through our recruitment process.