Role – Project Support

Location – Bridgwater, Somerset

Pay Rate – £120 - £140

Full Time

 

Job Purpose / Overview

The Project Support will manage the effective and efficient provision of professional support services to the Programme area and also to the wider programme or management team. The job holder is expected to act primarily on their own initiative ensuring the smooth operation of the office and effectively managing senior stakeholder requirements.  The role may require additional administrative responsibilities.

Principal Accountabilities

 

• Provide a professional, accurate and reliable administration support service to the department and extended business unit as required


• Diary and itinerary management for the arrangement of meetings


• Prepare meeting packs, co-ordinate the booking of rooms, arrange travel, accommodation, pool/hire vehicles and hospitality as required


• Maintenance of data/records in order that information is readily available and easily accessible


• To liaise closely with counterparts in other NNB locations and command centres to support effective interaction and collaboration


• Record and produce minutes for key business meetings as necessary


• Provide office services such as reprographics, binding etc.


• Maintain confidentiality of all information


• Keep in touch with team members when they are out of the office and report issues/ take actions for response as appropriate


• Respond to phone/email enquiries to/ from wide range of external parties etc


• Prepare letters, documents, ensure reports are well presented

 

Knowledge, Skills, Qualifications & Experience

 

Knowledge & Skills

• Good organisational skills (flexible/organised/methodical)


• Ability to work independently and be proactive


• Excellent communication/interpersonal skills notably with various levels of the organisation and externally


• The ability to work as an integral part of a team contributing to team success, communications and a positive working environment


• Flexible approach with the ability to multi-task and work on own initiative


• Previous team support experience


• Discretion - confidentiality when dealing with sensitive information


• Attention to detail with the ability to effectively manage tasks through to completion


• General administrative knowledge producing professional work as well as ability to adapt to new and changing systems (and possibly creating systems)


• Use of Outlook or similar diary/email application; Microsoft Office – Word, Excel, Power Point

 

Key Competencies

Behavioural Competences

• Attention to detail:
  
  
  
  • Performs tasks with care; is thorough. Makes few if any errors.
  
  
  • Compares observations or finished work to what is expected to find inconsistencies.
  
  
  
  


• Relationship Building:
  
  
  
  • Builds rapport by listening to, discussing and negotiating with, encouraging, and motivating others.
  
  
  • Maintains an open, approachable manner, and treats others fairly and respectfully. Preserves others’ self-confidence and dignity, and shows regard for their opinions.
  
  
  • Seeks and considers ideas from those who are reluctant to express their points of view. Anticipates and recognises the concerns of others, even if those concerns are not openly expressed.
  
  
  
  


• Self-starter:
  
  
  
  • Easily transitions between tasks and picks up where left off when interrupted.
  
  
  • Prioritizes tasks by importance and deadline. Discerns what is crucial from what is just urgent. Adjusts priorities as situations change.
  
  
  
  


• Organisational skills
  
  
  
  • Evaluates proposed actions and timelines against organisational mission and values. Integrates the current plan with other plans as needed to achieve the overall mission.
  
  
  • Applies to issues, a knowledge of the mission, values, resources, culture, systems, and business strategies to find solutions that best serve the organization and its customers. Knows the reasoning behind key policies, practices, and procedures, and seeks exceptions when needed to achieve goals.