PurposeOfficeAdministrator Toprovidetheday-to-dayadministrationoftheProjectManagementOffice(PMO)withinUniversitiesEstatesServicesactingastheprimarypointofcontactbetweentheUniversitiesstakeholdersrequestingprojectworksandthePMO. TosupporttheProjectManagerswiththemanagement,monitoring,updatingandmaintenanceofPMOpolicies,systems,processesandprocedures. ToassistwiththedevelopmentandsupportoftheEstatesProgrammeBoardstructureandoperation. DutiesOfficeAdministrator Overseetheday-to-dayprovisionofacustomer-focusedProjectManagementOffice(PMO)function. Activelymonitortheemailaddressinordertoprovidetimelyandcustomer-focusedcommunicationstotheUniversitiesstakeholders. ReceiveandprocessProjectRequestForms(PRF)fromstakeholdersacrosstheUniversityandactastheirprimarypointofcontactinrelationtotheirrequestforprojectworksandprovideadviceandguidanceonPRFcompletionandrequests. TodevelopandmaintainstructuredadministrativesystemsandprocedurestosupporttheProjectManagerswiththeirdeliveryofprojectworksfrominceptiontocompletion(RIBAStagesOto7). TosupporttheProjectManagerswiththecoordinationofreportsrelatingtoprojectprogramme,cost,qualityandrisk. Managestakeholderexpectationsinrelationtoprocessandprojecttimescales,informationprovision,andbudget/funding. DevelopandmaintaintheLiveProjectTracker-updatingonaweeklybasisusingfeedbackfromtheProjectManagers. Ensurethatformalprojectdocumentatione.g.cashflowforecast,programs,decisionlogsandriskregistersarecollatedandmaintainedinaconsistentformatforspecificprojects. ProvideformalsecretariatsupporttotheEstatesProgrammeBoard,andanyunderpinningProjectBoardmeetings,includingtheeffectivemanagementoftheActionLog. OverseeandsupportthetimelyproductionofprojectreportsbyProjectManagersforProgrammeandProjectBoardmeetingse.g.HighlightReports. Ensurethatallprojectdocumentationrelatingtothedesign,constructionandhandoverstagesarecentrallyrecordedandstoredinaconsistentandaccessibleformat. Overseeandmonitortheprojectgatewaysincludingtheprimaryinputsto,andescalationsandoutputsfromthePMOprocess. PromoteandassistwiththedevelopmentandimplementationofnewsystemsandprocessestoimprovethePMOandthestakeholderexperience. Provideoccasionalad-hocadministrativesupporttomeetingschairedorattendedbytheAssistantDirectorofEstates,HeadofProjectManagement,orProjectManagers. Ensurethataspartoftheprojectcompletionandclosure,anydocumentsandcertificationrelatingtooperationandmaintenance(O&M)arecapturedanduploadedtotheComputerAidedFacilitiesManagement(CAFM)system. SupporttheProjectManagerswiththeproductionoftimelyandaccuratemanagementreportsandbriefingsfortheDirectorandAssistantDirectorofEstatesServices. LiaisewiththeUniversitiesProcurementteamonbehalfoftheProjectManagersinrelationtotheengagementofsuppliersandcontractors. Completegeneralfinancialadministrationrelatingtoprojectmanagementincludingthesettingupofworkorders,raisingpurchaseorders,andreceiptinginvoicesonbehalfoftheAssistantDirectorofEstates,HeadofProjectManagement,andProjectManagers. Activelyengagewithcontinuingprofessionaldevelopment(CPD)viatheAssociationofProjectManagers(APM)CoreCompetenciesFramework. Occasionallysupportprimarycorporateeventse.g.OpenDays,OfferHolderDays,Graduation,ina'volunteer'roleasrequired. PersonSpecificationOfficeAdministrator Knowledge,Skills,andBehaviours(Essential)OfficeAdministrator WorkExperienceOfficeAdministrator Experienceofworkingwithina(construction)projectManagementteamwithinalargeorganiation. Basicknowledgeandunderstandingofprojectmanagementprinciplesand processes. Experienceofworkingcloselywithprojectmanagers,consultants,andcontractors. Experienceofproducingandupdatingprojectdocumentationandreports.e.g.Ganttcharts,changelogsandrisklogs. ExperienceofusingtheMicrosoftOfficeSuite-specificallyWord,Excel,andOutlook. Education GCSEorOLevelMathematicsandEnglish. APMPFQ-ProjectFundamentalsQualification(orcommitmenttoattainingwithin6months). IOSHWorkingSafelyorequivalentH&Squalification. Skills/Abilities Abletoworkunsupervisedandusingowninitiativetomeetchallengingdeadlines. Excellentcommunicationskills-abletocommunicateeffectivelywithabroadrangeofinternalandexternalstakeholders. Abletonegotiatewithstakeholderstoachieveamutuallyagreeableoutcome. AbletoputforwardideastodevelopandimprovetheProjectManagementOfficesystemandprocedures. AbletoprovideaprofessionalsecretariatfunctiontosupportBoardandCommitteemeetings. Adaptableandflexibleapproachtoworkanddeadlines. OtherOfficeAdministrator Anunderstandingof,anddemonstrablecommitmentto,theUniversity'sValuesasaframeworkfordecisions,actionsandbehaviours. Knowledge,Skills,andBehaviours(Desirable)OfficeAdministrator WorkExperienceOfficeAdministrator Advancedknowledgeandunderstandingofdetailedprojectmanagementprinciplesandprocesses. ExperienceofworkingwithinaformalProjectManagementOffice(PMO) KnowledgeandunderstandingoftheRIBAPlanofWorkstagesandgateways. Knowledgeandunderstandingofconstructionprojectsequencesandmilestones. EducationOfficeAdministrator APMPMQ-ProjectManagementQualification IOSHManagingSafely