Job Title: Programme Engagement Administration Officer
Location: Winchester / Hybrid
Contract Type: 6-12 Months
Salary: £14.40 - £15.84 per hour DOE
Job Purpose
This role is crucial for supporting the Capital Delivery team through effective administrative and engagement tasks. It focuses on strong delivery communication skills to maintain high levels of public and political engagement, as well as high satisfaction ratings.
Key Responsibilities
* Excellent communications skills both written and oral
* Respond to routine enquiries, both verbally and in writing, on behalf of the department and the organisation where appropriate
* Exercise discretion when dealing with communications of a personal or confidential nature
* Maintain electronic diaries to ensure diary commitments are accurate and facilitate time recording management
* Assist with identifying and arranging focus groups and workshops with local communities, charities, organisations, educational stakeholders, members, residents, and businesses; confidently identify key stakeholders and complete stakeholder‑mapping activities to ensure all relevant groups are captured and appropriately engaged
* Keep the communications activities log, engagement activities forms and various administration documents updated on the project SharePoint sites
* Take responsibility for ongoing maintenance of the team's SharePoint site, routinely reviewing content, ensuring documents are up to date, and applying correct retention labels in line with organisational requirements
* Monitor shared inboxes and log public enquiries onto the Confirm database, ensuring client managers respond within agreed Service Level Agreement timeframes
* Maintain a strong working knowledge of GDPR requirements, ensuring personal data is processed lawfully and confidentially; do not share email addresses or personal information without necessary consent
* Carry out hand delivery of letters where required
* Co‑ordinate the submission of all printed materials to HPS, securing necessary approval from DMT before sending
* Ensure scheme web pages on the Hampshire County Council Transport and Roads website are accurate, up to date, and display correct traffic management details; provide regular status updates to the Engagement Team Leader
* Carry out key tasks or projects assigned by the Programme Engagement Team Leader within the agreed timeframe
* Interact confidently and diplomatically with colleagues at all levels, as well as with members of the public, Councillors, key stakeholders, and external partners
* Set up and/or attend regular site, communication and team meetings, including taking accurate minutes
* Liaise with the contractor and client manager to obtain the forward programme, support preparation of a detailed construction programme, and identify key communication needs at each stage of the project; undertake site visits and work on‑site when necessary to ensure accurate understanding of project progress
* Lead on organising events and oversee all exhibition logistics, including setting up workshops and exhibitions, transporting materials as necessary, and ensuring all items are returned to their original location
* Organise and coordinate external logistics for events and workshops, including transporting exhibition materials in own vehicle and ensuring all items arrive safely and on time
* Manage and monitor the exhibition inventory and arrange re‑ordering of low stock items
* Attend workshops, public exhibitions, presentations, and meetings, including those held outside normal working hours (occasionally evenings and weekends)
Person Specification: Essential Knowledge, Skills and Experience
* Previous experience delivering a wide range of administrative functions
* Ability to communicate effectively at all levels in the organisation and with external contacts
* High level of skills and experience using a variety of software for data management, especially Microsoft SharePoint and Office suite of packages
* Experience of taking notes at meetings
* Ability to demonstrate effective planning and organisational skills
* Ability to handle confidential information with sensitivity and appropriateness; must possess knowledge to manage GDPR compliance effectively
* Commitment to understand equalities, inclusion and diversity, Health and Safety matters
Working Conditions
* Working outside normal office hours on occasion to attend meetings, workshops or engagement events may be required
* Personal protective equipment for site visits: head, eyes, body, feet and hands (hard hat, reflective clothing, safety boots, gloves, ear defenders and safety glasses)
* Manual handling of exhibition stands and equipment on an ad‑hoc basis
* Display screen equipment: desktop PC and laptop
* Role holder may be exposed to confidential information
* Driving: own vehicle for work purposes with business insurance
Equal Opportunities
Connect2Hampshire is an equal opportunities Employment Agency & Business. It positively encourages applications from all suitably qualified and eligible candidates.
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