Project Administrator

5 months ago

Birmingham, United Kingdom Energy Systems Catapult Full time

**_Salary : £21,500 - £24,000 (Pro Rata) + Benefits_**

**_ Status : 6 Months Fixed Term - Full Time Hours_**

**_ About us_**

Energy Systems Catapult was set up to accelerate the transformation of the UK's energy system and ensure UK businesses and consumers capture the opportunities of clean growth. The Catapult is an independent, not-for-profit centre of excellence that bridges the gap between industry, government, academia and research. We take a whole system view of the energy sector, helping us to identify and address innovation priorities and market barriers, in order to decarbonise the energy system at the lowest cost.

**_ Project Administration_**
- Ensure 'smooth running' of project initiation and delivery - supporting project managers to set up and manage projects efficiently and effectively. This will include:

- Setting up bid codes, finance codes
- Working with our legal team around Memorandum of Understandings, Non-Disclosure Agreements, contracts (chasing, execution and filing)
- Completing Salesforce entries and updates (our internal database on opportunities and projects)
- Submitting/processing "Resource link" requests (our resource allocation system) from project teams (working with Project Managers to capture the detail of who and how much support is required)
- Collating time spent against projects (via our internal time-recording system "coretime") ready for review by Project Managers, Business Leaders, Line Managers etc
- Purchase Orders and invoice raising and chasing
- Working with procurement around subcontractor elements (specification for subcontracts will always come from Project Managers)
- Setting up project-specific internal meetings
- Helping chase / raise Marketing and Communication support requests
- Setting up Microsoft Teams channels for live projects
- Formatting or drafting project-related documents
- Supporting with Project closure administration tasks

**_Reporting, Stakeholder Management and Collaborative Working_**
- Collating input for finance reports, impact reports
- Helping set up external project workshops and meetings (using external software like doodle poll)
- Taking minutes for key external meetings (type of meeting to be supported to be defined and agreed)
- Contributing to the ESC Information Databases, including our innovator Supply Chain Network database where appropriate

**What credentials are we ideally looking for?**
- Experience in an office administration role
- Attention to detail and thoroughness
- Confident user of Microsoft Excel, Microsoft Outlook and PowerPoint
- Excellent communication and interpersonal skills
- Highly organised, able to plan and manage their time effectively against multiple activities
- A can-do attitude, able to work with limited supervision under pressure, to tight deadlines
- Ability to work independently or as part of a team
- Supportive, positive and approachable - able to successfully manage relations with clients, colleagues and other stakeholders
- Comfortable working with staff at every level in organisations, including senior leaders
- Genuine interest in pursuing a project management career, complimented with a project management specific qualification.
- Ideally some experience of Microsoft Teams
- Ideally experience of collating, managing and presenting data
- Ideally some experience of using CRM / Salesforce data and contact management systems

**Would you like to Apply?**

Please note that at this time we are **unable** to provide UK visa sponsorship.

**(Strictly No Agencies).**

**Privacy Statement**

**Purpose of the Privacy Statement**

The purpose of this Privacy Statement is to make you aware of how and why your personal data will be used during any recruitment process and how long it will usually be retained for. This statement provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

In the recruitment process we, Energy Systems Catapult Limited, are a "Data Controller". This means that we are responsible for deciding how we hold and use personal data about you.

**Data Protection Principles**

We will comply with data protection law and principles, which means that your data will be:
Used lawfully, fairly and in a transparent way;
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
Relevant to the purposes we have told you about and limited only to those purposes;
Accurate and kept up to date;
Kept only as long as necessary for the purposes we have told you about;
Kept securely.

**The Kind of Personal Data we hold about you**

The information you have provided to us in your curriculum vitae and covering letter;
Any information you provide to us during an interview;
Any other information provided by you as part of the recruitment process.
We may ask you for information to allow us to monitor our equal opportunities and diversity

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