Project Administrator

Mott MacDonald Group; Greater London; Hybrid; GBP 23,000 - 30,000; Full time

Benefits offered by this job

Private medical insurance

Pension scheme

Life assurance

Generous annual leave

Flexible benefits

Job summary

Mott MacDonald is seeking a proactive Project Administrator to join the PMO and support the Adoption and Special Guardianship Support Fund (ASGSF). You will work across multiple projects, processing applications, maintaining records, and providing high‑quality administrative support to project teams.

Based in our Cambridge or London offices, you’ll collaborate with internal and external stakeholders, manage competing priorities, and contribute to reporting, meetings, and documentation.

Qualifications

• Experience in busy administrative or project-support environments.
• Strong attention to detail with high information volume.
• Excellent written and verbal communication with internal and external stakeholders.
• Ability to manage competing priorities and deadlines.

Responsibilities

• Process, review and maintain applications and project records using project systems.
• Monitor shared inboxes and respond to queries professionally.
• Provide flexible admin support across multiple projects as workloads change.
• Attend meetings, contribute updates, and produce meeting notes and reports.
• Support delivery milestones, risks and issues tracking with project teams.
• Travel to local office for collaborative working.

Skills

Communication

Attention to detail

Organisational skills

Stakeholder management

Job description

Location/s: Cambridge or London, UK

Mott MacDonald is a global engineering, management, and development consultancy with over 20,000 employees across more than 50 countries and 140+ offices.

We work across incredible global industries, delivering exciting work that is defining our future and making an important societal impact in the communities we serve. Our people power our performance – we succeed when they do. With countless opportunities to collaborate, learn, and grow, the possibilities for excellence are as varied as every individual.

Whether you want to grow as a subject matter expert or broaden your experience with roles across our international community, you’re surrounded by global specialists who want to combine their expertise and champion you to be your best. As a proudly employee‑owned business, we benefit our clients, our communities, and each other, investing in creating the right space for everyone to feel empowered, included, and valued. Whatever your ambition, Mott MacDonald is where people come to be brilliant.

About The Business Unit

Mott MacDonald’s Advisory and Programme Delivery(APD) unit delivers both project, programme & commercial management (PPCM) services and advisory solutions across the built environment, defence, energy, water, environmental, transportation, health and care sectors.

We deliver tailored solutions that directly address our clients’ key challenges, combining our world‑leading project expertise with unrivalled programme delivery capabilities and advisory services.

APD delivers services to projects ranging in scale and complexity up to £20bn, through the technical disciplines of programme management, project management, project controls, scheduling, cost management, estimating, infrastructure finance, management consulting, digital consulting and education, health and care management.

About The Team

Our PMO supports the delivery of projects and programmes for public‑sector and other clients, with a particular focus on education and social care. Our work may include application processing and assessment, stakeholder support, records management, reporting and financial administration.

The ASGSF is one of our established programmes, delivered for the Department for Education since 2015. The role will initially support ASGSF activities, including reviewing and processing applications, responding to stakeholder queries and providing administrative support. As our portfolio develops, you will also be expected to work flexibly across other projects, adapting to different client requirements, systems, processes and priorities.

We are looking for an enthusiastic, adaptable and self‑motivated team player with excellent communication skills, who is comfortable managing competing priorities and collaborating across multiple project teams.

Overview Of The Role

As Project Administrator, you will be part of our wider Programme Management Office (PMO), supporting the effective delivery of projects for a range of clients. Your initial assignment will be to the Adoption and Special Guardianship Support Fund (ASGSF); however, you may work across multiple projects as our portfolio grows.

You will join a supportive network that works collaboratively to achieve project and programme outcomes through connected thinking. Project Administrators play a vital role within our teams, engaging with internal and external stakeholders and providing high‑quality, accurate and responsive administrative support.

Key responsibilities and duties include:

• Use project‑specific digital systems to process, review and maintain applications, records and other project information
• Monitor shared inboxes, investigate and respond to queries, and refer or escape issues where required
• Handle inbound stakeholder calls and provide a professional, helpful and responsive service
• Build effective working relationships with colleagues, clients, delivery partners and other stakeholders
• Provide flexible administrative support across multiple projects, responding to changing workloads, deadlines and priorities
• Follow project‑specific procedures, guidance and service requirements, adapting quickly when moving between assignments
• Attend project and team meetings, contribute updates and share good practice with colleagues
• Process and analyse data accurately to support information requests, reporting and decision‑making
• Produce, format and distribute project documentation, including meeting notes, reports, trackers and presentations
• Maintain accurate and auditable project records in accordance with internal Business Management Systems and project‑specific requirements
• Support project teams with monitoring delivery, actions, risks, issues and key milestones where required
• Provide additional administrative support to Project and Programme Managers as required
• Travel to local office for collaborative working

Candidate specification

To be successful in this role we would like to hear from individuals who have previous experience of working in a busy administrative or project‑support environment, be comfortable handling high volumes of information and demonstrate strong attention to detail.

You will be confident communicating with internal and external stakeholders by email and telephone. You will have excellent organisational skills, the ability to manage competing priorities and deadlines, and the flexibility to work across different projects, clients, systems and processes.

In return, you will join a friendly and energetic PMO that works collaboratively to deliver high‑quality support across a growing portfolio of projects.

UK Immigration

Mott MacDonald Ltd. are not currently offering sponsorship to candidates under the Skilled Worker visa route in the UK. This decision is as a consequence of the changes made to the Skilled Worker route by the UK Government in April 2024. We continue to welcome applications from candidates who are eligible for alternative immigration routes in the UK, that do not require sponsorship as a Skilled Worker now or in future.

Agile working

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well‑being, flexibility, and trust.

Equality, diversity, and inclusion

We put equality, diversity, and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they can contribute.

AI Usage

At Mott MacDonald, we see the value AI can bring, but we take a people‑first approach to hiring. While AI tools can help candidates prepare and build confidence, every application and hiring decision is reviewed by our recruitment and hiring teams. We encourage the responsible use of AI while ensuring we get to know the real person behind the application.

Accessibility

We want you to feel supported and able to perform at your best throughout our recruitment process. If there is anything we can do to make applying or interviewing with us more accessible, please contact us at [e-mail] and we’ll be happy to discuss how we can help.

We offer some fantastic benefits including:

Financial wellbeing

• We match employee pension contributions between 4.5% and 7%.
• Life assurance equal up to 4 x your basic salary, with an option to increase the level of cover to 6 x your salary.
• Our income protection scheme provides a financial benefit, as well as absence and return to work support due to long‑term illness or injury.
• Flexible benefits, including increased life assurance cover, critical illness insurance, payroll saving and will writing.
• As an independently owned business we share the financial success of the business with all our colleagues in various ways including annual bonus schemes.

Employee Ownership

• Our employee ownership model means no external investors, just us, creating a culture of shared success.
• Our employees have a stake and a voice in our business, giving them a direct connection to our success through our personal and group performance bonuses.
• As your career grows, so does your stake, recognising your long‑term impact and contribution.
• Your voice matters, with the opportunity to connect directly with senior leadership through formal channels to help shape our future.
• For our senior roles you will have a direct pathway towards ownership from day one.

Health and wellbeing

• Private medical insurance for all UK colleagues.
• Health cash plan to support you with every day health costs and treatments.
• Access to Peppy, providing free support from menopause experts for all UK colleagues.
• A variety of wellbeing support is available through our comprehensive wellbeing program, including access for you and your family.
• Ability to flex your salary to opt into a wide range of health benefits, many of which can be extended to your family too.

Lifestyle

• A minimum of 33-35 days holiday each year, inclusive of public holidays and dependent on level, with the ability to buy or sell leave through our flexible benefits programme.
• 10 days additional paid leave for Armed Forces Reservists and Cadet Force Adult Volunteers.
• Holiday entitlement increased to a minimum of 35 days after 5 years’ service.
• Variety of employee saving schemes and discounts from high‑street retailers.

Enhanced family and carers leave

• Enhanced family leave policies, including 26 weeks paid maternity and adoption leave, and two weeks paid paternity/partner leave.
• Our shared parental leave matches maternity leave meaning we pay up to 24 weeks at full pay.
• Up to five additional days leave are provided for those with significant caring responsibilities, two of which are paid.
• We offer policies and dedicated support to help military families balance service life with career and wellbeing.

Learning and development

• Primary annual professional institution subscription.
• A broad range of opportunities to enhance both technical and soft skills through mentoring, formal training, and self‑development options.

Networks, communities, and social outcomes

• Join a wide range of groups including our Advanced Employee Networks which support our LGBTQ+, gender, race and ethnicity, disability, and parents/carers communities.
• We are proud signatories of the Armed Forces Covenant and Gold Award holders in the MOD Employer Recognition Scheme, supported by our dedicated internal Armed Forces Network.
• Make a difference within our communities through our social outcomes.

Location(s): Cambridge, GB London, GB
Contract Type: Permanent
Work Pattern: Full Time
Market: Various
Discipline: Project programme and commercial management
Job Ref: 17338