Project Administrator

Pathways LDN ltd; Uxbridge; On-site; GBP 16,500 - 27,000; Part time

Job summary

Pathways LDN ltd in Uxbridge, Middlesex, is seeking a Project Administrator on a temporary 6–12 month contract. The role is 30 hours per week and reports to the Programme Manager.

You will provide administrative support, assist with project management activities, coordinate meetings, manage calendars, and help with reporting and compliance tasks. The successful candidate will have strong communication, organisational skills, and experience using MS Office.

Qualifications

• Clear and effective communication at all levels.
• Proficient in MS Office and data entry.
• Strong organisational and administrative capabilities.
• Able to manage deadlines and work under pressure.
• Experience in stakeholder coordination and reporting.
• Discretion with confidential information.

Responsibilities

• Provide administrative support to the team and plan own work schedule.
• Prepare reports and minutes for meetings as required.
• Create and maintain project records and case files.
• Enter data accurately into databases and systems.
• Support project management duties through stages to completion.
• Monitor critical dates and assist in achieving targets.
• Serve as main contact for service users, colleagues and partners.
• Process incoming/outgoing mail and manage reception/phone queries.
• Collate data to analyse performance against targets.
• Operate office equipment and handle communications.
• Respond to supervision and participate in appraisals.
• Assist with funder-specific requests and reporting.
• Participate in project teams and training events.
• Track performance against funders' targets and internal goals.
• Ensure documentation is accurate and compliant.
• Store and protect records respecting client confidentiality.

Skills

Effective communication

MS Office (Word, Excel, Outlook)

Data entry accuracy

Organisational skills

Deadline-driven

Stakeholder coordination

Tools

MS Word

MS Excel

Outlook

Job description

Job Title: Project Administrator

Location: Uxbridge, Middlesex

Salary: Competitive

Hours: 30 hrs per week

Job type: Temporary (6 – 12 months contract)

Direct Report: Programme Manager

The role of project administrator is integral to the success of our programmes. It will involve providing effective administration service to the team, while assisting with project management duties such as stakeholder management, making appointments, preparing reports, managing budgets and expenditure, coordinating meetings, organising venues, planning projects, updating the project calendar, creating PowerPoint presentations, and keeping up to date on compliance regulations. The role works closely with the Programme Manager to plan and deliver various projects.

Key Responsibilities

• Provide effective administrative service to the team, planning and organising own work schedule to contribute to the overall effectiveness of the office.
• Produce reports and correspondence to a high specification including minutes of team/interagency meetings as required.
• Prepare and maintain cases and other records and files in accordance with the standards required by the company.
• Input accurate and timely data into Computerised Record systems.
• Assist with project management duties through implementation stages to completion stage.
• Prompt staff of critical dates of projects to assist in achieving performance targets.
• Serve as the central point of contact for service users, colleagues and other agencies on behalf of the organisation.
• Effectively process incoming and outgoing mail.
• Provide an efficient reception and telephone enquiry service to users.
• Collate data to assist with analysis and tracking of performance against targets.
• Operate office equipment and handle information using different modes of communication (photocopiers, faxes, scans, email).
• Respond to supervision from line manager and participate in the appraisal process, identifying development needs.
• Respond to specific requests and requirements from funders.
• Participate in special project teams and in training events relevant to objectives.
• Track and monitor performance against funders' targets as well as any additional internal targets set by the organisation.
• Check submitted documentation for factual consistency and for the quality of narrative reporting on client progress.
• Return incorrect reports to those who have submitted them and advise on how to correct them for current or later claims.
• Collate and store all records in accordance with project requirements and respect the clients' rights to confidentiality.

Skills and Experience

• Effective communication skills at all levels, both face to face and on the telephone.
• Confident in using MS Office, MS Word, MS Excel, and Outlook.
• Ability to use databases and enter data accurately and timely.
• Organisational and administrative skills.
• Ability to compose routine correspondence and reports and present all work in the appropriate format.
• Ability to provide an effective service to a range of service users, including outside agencies.
• Ability to develop and maintain good working relationships with staff at all levels.
• Flexible and responsive to change.
• Ability to work under pressure and according to tight deadlines.
• Experience in meeting and exceeding targets.
• Highly motivated individual with attention to detail.

This job description is intended to provide a broad outline of the main duties and responsibilities only. The post holder will need to be flexible in developing the role in conjunction with the line manager. The post holder may be asked to carry out any other delegated duty or task that is in line with their post.