Purpose
To provide the day-to-day administration of the Project Management Office (PMO) within Universities Estates Services acting as the primary point of contact between the Universities stakeholders requesting project works and the PMO.
To support the Project Managers with the management, monitoring, updating and maintenance of PMO policies, systems, processes and procedures.
To assist with the development and support of the Estates Programme Board structure and operation.


Duties Office Administrator
*Oversee the day-to-day provision of a customer-focused Project Management Office (PMO) function.
*Actively monitor the email address in order to provide timely and customer-focused communications to the Universities stakeholders.
*Receive and process Project Request Forms (PRF) from stakeholders across the University and act as their primary point of contact in relation to their request for project works and provide advice and guidance on PRF completion and requests.
*To develop and maintain structured administrative systems and procedures to support the Project Managers with their delivery of project works from inception to completion (RIBA Stages Oto 7).
*To support the Project Managers with the coordination of reports relating to project programme, cost, quality and risk.
*Manage stakeholder expectations in relation to process and project timescales, information provision, and budget/funding.
*Develop and maintain the Live Project Tracker - updating on a weekly basis using feedback from the Project Managers.
*Ensure that formal project documentation e.g. cashflow forecast, programs, decision logs and risk registers are collated and maintained in a consistent format for specific projects.
*Provide formal secretariat support to the Estates Programme Board, and any underpinning Project Board meetings, including the effective management of the Action Log.
*Oversee and support the timely production of project reports by Project Managers for Programme and Project Board meetings e.g. Highlight Reports.
*Ensure that all project documentation relating to the design, construction and handover stages are centrally recorded and stored in a consistent and accessible format.
*Oversee and monitor the project gateways including the primary inputs to, and escalations and outputs from the PMO process.
*Promote and assist with the development and implementation of new systems and processes to improve the PMO and the stakeholder experience.
*Provide occasional ad-hoc administrative support to meetings chaired or attended by the Assistant Director of Estates, Head of Project Management, or Project Managers.
*Ensure that as part of the project completion and closure, any documents and certification relating to operation and maintenance (O&M) are captured and uploaded to the Computer Aided Facilities Management (CAFM) system.
*Support the Project Managers with the production of timely and accurate management reports and briefings for the Director and Assistant Director of Estates Services.
*Liaise with the Universities Procurement team on behalf of the Project Managers in relation to the engagement of suppliers and contractors.
*Complete general financial administration relating to project management including the setting up of work orders, raising purchase orders, and receipting invoices on behalf of the Assistant Director of Estates, Head of Project Management, and Project Managers.
*Actively engage with continuing professional development (CPD) via the Association of Project Managers (APM) Core Competencies Framework.
*Occasionally support primary corporate events e.g. Open Days, Offer Holder Days, Graduation, in a ’volunteer’ role as required.




Person Specification Office Administrator


Knowledge, Skills, and Behaviours (Essential) Office Administrator


Work Experience Office Administrator
*Experience of working within a (construction) project Management team within a large organiation.
*Basic knowledge and understanding of project management principles and
*processes.
*Experience of working closely with project managers, consultants, and contractors.
*Experience of producing and updating project documentation and reports. e.g. Gantt charts, change logs and risk logs.
*Experience of using the Microsoft Office Suite - specifically Word, Excel, and Outlook.
Education
*GCSE or O Level Mathematics and English.
*APM PFQ - Project Fundamentals Qualification (or commitment to attaining within 6 months).
*IOSH Working Safely or equivalent H&S qualification.
Skills/ Abilities
*Able to work unsupervised and using own initiative to meet challenging deadlines.
*Excellent communication skills - able to communicate effectively with a broad range of internal and external stakeholders.
*Able to negotiate with stakeholders to achieve a mutually agreeable outcome.
*Able to put forward ideas to develop and improve the Project Management Office system and procedures.
*Able to provide a professional secretariat function to support Board and Committee meetings.
*Adaptable and flexible approach to work and deadlines.
Other Office Administrator
*An understanding of, and demonstrable commitment to, the University’s Values as a framework for decisions, actions and behaviours.




Knowledge, Skills, and Behaviours (Desirable) Office Administrator


Work Experience Office Administrator
*Advanced knowledge and understanding of detailed project management principles and processes.
*Experience of working within a formal Project Management Office (PMO)
*Knowledge and understanding of the RIBA Plan of Work stages and gateways.
*Knowledge and understanding of construction project sequences and milestones.
Education Office Administrator
*APM PMQ - Project Management Qualification
*IOSH Managing Safely