Project Support Officer - Planned Works

Royal Borough of Greenwich; City Of London; On-site; GBP 40,000 - 41,000; Full time

Job summary

Royal Borough of Greenwich is seeking a Planned Works Project Officer on a 12-month secondment/fixed-term basis. The role supports planned maintenance and capital investment across the borough, delivering back-office and administrative services to the Planned Works Team.

The post involves coordinating information, reports and financial records, engaging with residents, contractors and council teams to ensure timely and accurate delivery of programmes valued at £30–£60 million.

Responsibilities

• Provide administrative and back-office support to the Planned Works Team, coordinating planned maintenance and capital projects.
• Maintain team inboxes, calendars and diaries; direct enquiries and ensure timely responses.
• Support collection and maintenance of project information, performance data and programme updates.
• Assist with preparing project reports, budgets and cabinet reporting for capital investment programmes (£30m–£60m).
• Provide admin support for contract management; maintain records and monitor progress of works.
• Assist with investigating complaints and liaising with staff and contractors for resolutions.
• Perform general office admin: meetings, agendas, minutes, records and action tracking.
• Access Housing Management and Asset Management systems for project admin and Section 20 processes with Home Ownership Team.
• Liaise with contractors, suppliers and Central Debtors to set up accounts and record financial info.
• Generate and update Crystal Reports and other tools to monitor works and spend.
• Use Word, Excel and Outlook to prepare correspondence and reports to residents.
• Collate and submit invoices and payment certificates; assist with payment queries.
• Maintain organised electronic and paper records for easy access to project docs.
• Communicate effectively with residents, leaseholders, contractors, colleagues and external agencies.
• Demonstrate commitment to equal opportunities and staff values.

Job description

The following content displays a map of the jobs location - Thamesmead, London

SO1 £39,519 to £40,575 (12 months Secondment/fixed term)

The Planned Works Team within the Repairs and Investment section of the Royal Borough of Greenwich is seeking to recruit a Planned Works Project Officer to provide essential back-office, administrative and project support to the delivery of planned maintenance, major works and capital investment programmes across the borough.

The post holder will support the Planned Works Team to ensure that projects are effectively coordinated, records are accurately maintained, performance information is monitored and administrative processes are completed efficiently, contributing to the successful delivery of planned works and an excellent service to residents, leaseholders, contractors and other stakeholders.

The successful candidate will be expected to demonstrate the following skills, knowledge and experience:

• Provide comprehensive administrative and back-office support to the Planned Works Team, assisting with the coordination and day-to-day administration of planned maintenance and capital investment projects.
• Maintain and monitor team email inboxes, calendars and diaries, ensuring enquiries are directed appropriately and correspondence is responded to or actioned in a timely manner.
• Support project officers and managers with the collection, collation and maintenance of project information, technical data, performance indicators and programme updates received from staff, contractors and other stakeholders.
• Assist with the preparation of project reports, spreadsheets, financial information and budget monitoring returns, including information required for reports to Cabinet relating to capital investment programmes valued between £30 million and £60 million.
• Provide administrative support for contract management processes, including maintaining project records, updating contract documentation and monitoring the progress of planned works.
• Assist with investigating and responding to complaints and enquiries relating to planned works, gathering relevant information, reviewing records and liaising with colleagues and contractors to support timely and satisfactory resolutions.
• Undertake a wide range of general office administration duties, including arranging meetings, preparing agendas, taking minutes, maintaining records and tracking actions to support the effective operation of the team.
• Access and interrogate Housing Management and Asset Management systems to retrieve, update and verify information required for project administration, contract documentation and Section 20 leaseholder consultation processes in liaison with the Home Ownership Team.
• Liaise with contractors, suppliers and the Council’s Central Debtors team to support the setting up and maintenance of accounts and ensure relevant administrative and financial information is recorded accurately.
• Generate, maintain and update Crystal Reports and other reporting tools to identify outstanding works, monitor contractor expenditure and support the tracking of project progress and performance.
• Use Microsoft Office applications, including Word, Excel and Outlook, to prepare correspondence, spreadsheets, reports and letters to residents regarding planned works to their homes and estate-wide improvement programmes.
• Collate, check and submit invoices, payment certificates and supporting documentation to the relevant finance teams, assisting with the resolution of payment queries and maintaining accurate financial records relating to capital projects.
• Maintain organised and up-to-date electronic and paper records, ensuring project documentation, correspondence and financial information can be accessed efficiently when required.
• Communicate effectively, both verbally and in writing, with residents, leaseholders, contractors, colleagues, managers and external agencies, providing accurate information and a professional standard of customer service.
• Demonstrate an understanding of and commitment to the Council’s equal opportunities policies, ensuring that these principles are reflected in all aspects of the role.
• Demonstrate an understanding of and commitment to the Council’s staff values, applying these consistently when supporting colleagues, working with stakeholders and delivering services to residents.

Diversity Statement: Royal Borough of Greenwich values the diversity of its community and aims to have a workforce that reflects this. We therefore encourage applications from all sections of the community.

Our Staff Values: Our Staff Values are important to us. Candidates will be continuously assessed against our staff values throughout the recruitment process. Where candidates demonstrate views and behaviours that do not meet the standards of our staff values, we reserve the right to reject their application/ registration.