Project Office Co-ordinator

POSITION DETAILS:

Position Title:

Reports to (POSITION):

Team:

Department:

PURPOSE OF JOB:

(OVERALL DESCRIPTION OF THE POST WITHIN THE TEAM AND ORGANISATION)

• The purpose of this role is to deliver effective, timely and quality project support across allocated services projects.
• Collaborating closely with Project Managers, Consultants and Service Delivery Managers to ensure seamless execution of projects and services. To administrate, co-ordinate and support services engagements. 
• The role will encompass administrative activities such as the production and maintenance of project plans, budgetary and progress reporting, administration in project matters such as risks, issues and change support, library maintenance and document control.

KEY RESPONSIBILITIES:

• Assist in producing, reviewing, and auditing project documents.

• Ensure accurate tracking and reporting of progress, performance to schedule and performance to budget of projects.

• Assigning project tasks to internal teams and monitoring on time completion.  

• Responsible for data integrity, accuracy and completeness of project data, inputting and maintaining within project management toolsets used.

• Assist with project risk and issue management and project change control.

• Perform general project administration activities as required.

• Resource scheduling.

• Document library management & control.

• Work closely with Project Managers, Consultants and Service Delivery Managers to create and maintain project activities, then monitoring through to successful completion.

• Quality assurance, ensuring that standards and requirements are met.

• Acting as a primary point of contact for communicating project status to internal stakeholders.

• Client satisfaction, ensuring that clients needs are met as projects evolve.

• Client interaction, supporting Project Managers, Consultants and Service Delivery Managers in delivery to clients.

WIDER TEAM NETWORK

(WHICH TEAMS WILL THE POSITION WORK WITH DIRECTLY AND WHO WILL THEY RELATE TO EXTERNALLY)

Internal

• Services Team
• Systems Development
• Sales Teams
• Internal Systems

External

• Customers
• Partners

QUALIFICATIONS, EXPERIENCE, & SKILLS:

(DELETE AS REQUIRED IF ESSENTIAL OR DESIRABLE, REMOVE UNNECESSARY REQUIRENENTs)

Essential:

• Experience of working in an administration environment.
• Proficient in using MS Office, particularly Excel & Outlook, PowerPoint and ideally Project.
• Strong stakeholder management.
• Highly detail orientated, delivering work accurately and timely at all times.
• Flexible and a ‘can-do’ attitude.

• Logical and quality focused.

• Excellent people management and coordination skills (self & others).
• Excellent time management skills.

Desirable:

• PRINCE2 or any other project management qualification/experience.
• ITIL certification.
• Proven ability to persevere & deliver complex situations.

• Ability to demonstrate innovative ideas to deliver solutions (no constraints approach).
• Demonstrable ability to lead and influence.
• Experience of using different Portfolio and Project Management tooling.

Training Given:

• Job specific training will be given during employment both on the job and by vendors.

Other Requirements:

• Some hours outside the normal working times may be required to complete specific projects.

CORE Competencies & SKILLS – BASED ON POSITION AND GRADE (IF APPLICABLE)

(INCLUDE CORE COMPETENCIES & SKILLS REQUIRED FOR THIS POSITION BASED ON THE GRADE)

• Excellent communicator (Written & Oral).

• Presentable and articulate.

• Demonstrate and build confidence/credibility with internal stakeholders and clients.

• Ability to work proactively, independently and in an agile manner to achieve desired outcomes.

• Methodical and organised with an attention to detail.

• Enthusiastic, team player.