Project Support Assistant

Gray & Associates Recruitment Services ,
London, Greater London
More Details
Contract Type: Contract
Salary: £16 per hour

Overview

We are recruiting for an experienced Project Support Assistant to join one of London's leading Universities. If you have previous experience gained within a Higher Education institute , we'd love to hear from you Duties and responsibilities: Servicing Project and Programme Meetings Scheduling an advance calendar of meetings in accordance with the periodicity agreed in the Project Initiation Document. Negotiating board attendee's diary clashes. Booking rooms, AV equipment and refreshments as necessary. Receiving and noting apologies from attendees. Ensuring that papers and agenda items are called for with enough notice for their preparation and circulation in advance of the meeting. Drafting agendas in consultation with the chair and collating papers into single PDF files and circulating to attendees. Furthermore, circulating draft action points immediately following the meeting. Drafting meeting minutes for review by chair and/or project manager. Arranging other project-related events Managing room bookings for project activities such as requirements workshops, team meetings and presentations. Circulating invitations to such events and collating responses. Advising on and liaising with third parties such as consultants to arrange attendance at on site or project staff members visits to external sites. Creating project web site pages in conjunction with the communications function and uploading agreed content to them. Pro-actively maintaining content in response to project developments. Planning and coordinating project communication activity, including but not limited Drafting and circulating routine project communications. Circulating other project communications in accordance with project's communications plans. Dealing with responses to communications either directly or through forwarding to the appropriate project team member. Collating responses to communications where this is appropriate, analysing these and presenting results. Creating and maintaining project data Creating and maintaining SharePoint Team sites for projects to high standard. Establishing and maintaining an appropriate SharePoint security model and assigning correct access privileges to project team members and stakeholders. Advising on and maintaining access privileges in response to project developments. Creating appropriate records in project management software tools and ensuring these are updated in conjunction with the project or programme manager. Logging updates to risks, actions and issue logs as requested and maintaining log of decisions. Helping to support the project budget and related documents and data. Requesting Purchase Orders and tracking arrival of goods and services and approving invoices payment Responding to project and programme information requests Developing and generating reports on project's status for example, o Responding to information requests by Senior Management in the absence of the relevant project or programme manager: o Responding to requests including budget related queries. o Providing support to other members of the team o Supporting and contributing to peer group reviews as requested by the manager or other members of Project Management Team o Supporting project management and related forums. o Supporting project managers and their project teams in the delivery of project related activities throughout the project delivery life cycle as requested o Assisting in project related crisis management, disaster prevention and disaster recovery activities. o Providing support in the recruitment and contract administration o Suggest ideas for improving efficiency and streamlining processes o Meet and Greet candidates and take right to work documentation when required PERSON SPECIFICATION Experience of meeting or committee servicing, including minute taking. Experience of following administrative procedures, processes and instructions. Experience of providing administration to support projects. GCSEs, or equivalent, strong administrative experience and a driven and tenacious approach to work. Desirably a qualification in, or knowledge of PRINCE2 at either Foundation or Practitioner level. Desirably experience using Drupal. Knowledge and experience of Microsoft SharePoint administration. Knowledge and experience of using Microsoft Project. Experience of the Higher Education sector, but not essential. Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest. Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity

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