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Job Purpose:
To provide a comprehensive support function to Conwy Employment Service, working across all projects that are part of the Service鈥檚 portfolio of UK Government鈥檚 Shared Prosperity Fund projects.
The role will require excellent communication and organisational skills and will involve liaising at all levels internally as well as working externally with training providers and other external contractors.
This role will be responsible for providing all the necessary project specific and administrative support to the Strategic Manager, Project Managers and Finance and Monitoring Officer, enabling them to effectively deliver the programme of projects on time, within budget and within scope, meeting the needs of the organisation.
Duties and Responsibilities - Job SpecificProject Process and Documentation Management:
- To assist in the production and lead on the maintenance of project documents and business cases, project plans, risk registers, issues logs, lessons learnt reports and other project related documents
- To follow up on outstanding project actions in a timely manner
- To analyse and present information
- To keep all project and team folders in the shared area up to date. File any new documents received and thus assisting and maintaining effective and efficient filing structures and systems, both electronic and physical
- To support the development of systems, processes and templates, including process mapping
路 To advise and assist the project team in the application and maintenance of systems and processes and templates, ensuring the delivery of department functions in line with the agreed project management methods and standards
路 To conduct project and team feedback surveys
- To complete quality assurance on project management processes, including audits, reviews, compliance checks, configuration management, ensuring all controls are adhered to
Project Reporting:
- To co-ordinate the production of project reporting on a regular basis to all project stakeholders
- To monitor the completion of the master programme management schedule
Project Meeting Management:
- To schedule all project meetings
- To facilitate the delivery of all key meetings within the Strategic Projects Team, primarily Project Steering Group (PSG) meetings, including, scheduling and management of attendance, preparing agendas and papers, creating meeting packs for senior colleagues when required, writing minutes, transcribing dictations, tracking meeting actions.
- To response rapidly to diary changes where required
Requirements
Good standard of education, minimum of 5 GCSEs, Grade A - C or equivalent
Project based qualifications/training or administrative or clerical qualifications/training
Experience of working in a project management environment, using a range of project management documentation
Ability to analyse and present information
Experience of working with Microsoft Office in particular, Outlook, Word, PowerPoint & Excel
The ability to communicate in English is essential.
The ability to communicate in Welsh is advantageous.
Excellent oral and written communication skills
Able to work as part of a team and on own initiative as some of the work undertaken may be unsupervised and be able to prioritise work according to deadlines
