Project Administration Support

Government Recruitment Service; Southampton; On-site; GBP 60,000 - 80,000; Full time

Job summary

A public sector organization is looking for a Project Administration Support in Southampton. The role involves providing proactive administrative assistance, managing SharePoint systems, and ensuring efficient communication across teams. Key responsibilities include organizing meetings, managing documentation, and providing basic IT support. Ideal candidates will have experience in administrative roles with strong organizational and communication skills. The position offers flexible working options and a generous benefits package including pension contributions and annual leave.

Benefits

Employer pension contribution of 28.97%

25 days annual leave plus bank holidays

Flexible working options

Qualifications

• Experience in managing SharePoint or similar filing systems.
• Ability to coordinate meetings and document management.
• Strong communication skills across teams.

Responsibilities

• Send meeting invitations, prepare documents, and take minutes.
• Organize document filing and resolve access issues via SharePoint.
• Use MS Office to create and distribute various documents.
• Participate in team meetings both in-person and remotely.

Skills

Proactive administrative support

SharePoint management

Communication coordination

Basic IT support

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Can you provide proactive administrative support across multiple working groups, ensuring meetings, documentation and systems run smoothly?

Have you managed SharePoint or similar filing systems to maintain organised, accessible and up-to-date programme documentation?

Do you excel at coordinating communication and maintaining continuity between teams, including handling access and basic IT support?

If so, we’d love to hear from you!

The Maritime and Coastguard Agency (MCA) implements the government’s maritime safety policy in the United Kingdom and works to prevent the loss of life and occurrence of pollution on the coast and at sea.

Safer lives. Safer Ships. Cleaner Seas.

Our vision is to be a world‑leading organisation, accelerating the transition to sustainable shipping with non‑negotiable safety standards. We put our people, our customers and our planet at the heart of everything we do.

Joining our department comes with many benefits, including:

• Employer pension contribution of 28.97% of your salary. Read more about Civil Service Pensions here
• 25 days annual leave, increasing by 1 day each year of service (up to a maximum of 30 days annual leave), plus 8 bank holidays a privilege day for the King’s birthday
• Flexible working options where we encourage a great work‑life balance.

Read more in the Benefits section below!

Find out more about what it's like working at MCA.

The Maritime and Coastguard Agency (MCA) protects lives at sea and upholds marine safety standards. Within UK Customer Maritime Services, the Cadet Training & Modernisation team delivers recommendations from the Maritime Skills Commission to enhance seafarer training. We are seeking Project Administration Support to assist this programme through effective meeting coordination, documentation management, SharePoint organisation, IT and access support, and by ensuring clear communication and continuity across multiple working groups.

Your responsibilities will include, but aren’t limited to:

• Servicing Meetings: Sending invitations, preparing documents, booking meeting rooms, taking minutes, capturing actions / decisions, presenting slides / presentations, distributing post‑meeting documents, ensuring IT setup is accessible and working, presenting standing meeting agenda items
• Document filing and administration via SharePoint, including resolving access issues in conjunction with MCA IT
• Using MS Office packages (Word, Excel, Powerpoint, Outlook) to create, edit and distribute a range of documents including communicating by email
• Attending and contributing to team meetings in the office and remotely via MS Teams

For further information on the role, please read the role profile. Please note that the role profile is for information purposes only – whilst all elements are relevant to the role, they may not all be assessed during the recruitment process. This job advert will detail exactly what will be assessed during the recruitment process.