Project Assistant

6 months ago

Arundel, United Kingdom One Consulting Group Full time

Job Description - Project Assistant

Accountable to: Director - Property & Construction

**Salary**: £29,613.85 per annum (FTE)

Location: Arundel, West Sussex with regular home working by agreement

Job Purpose

The post-holder will be expected to provide all aspects of project support which will involve working closely with various project teams, comprising of both OCG staff, clients and contractors. The post-holder will ensure that projects are adequately planned, resourced and will support the team in delivering to high standards, on time and within set budget.

The post-holder will be expected to undertake a wide variety of tasks including communicating with stakeholders, assisting with planning the delivery of current and new projects, organising meetings, preparing agendas and minutes and updating internal systems with relevant project documents.

Act as a point of contact for the project, facilitating and coordinating activities, people, resources and information.

Key Responsibilities
- Support the preparation of project and business documents in accordance with the company’s processes and procedures (or client procedures as appropriate).
- To ensure that all project spend is accurately recorded and that authority from the client lead is always in place prior to instructions or services commencing.
- Support the delivery of client projects using software packages such as MS Teams, Word, Excel and Visio. This will include data cleansing and manipulation, undertaking process mapping and uploading information.
- To support project managers by undertaking project administration tasks such as updating dashboard reports, issuing project documents, taking notes and issuing minutes.
- To ensure all projects are billed within the agreed timescales whilst ensuring billing records are kept up to date and accurate.
- Develop an understanding of property related services, including Facilities Management, Asset Management, Capital Delivery and Service Transformation projects within a local government and public sector context.
- Develop and manage effective working relationships with clients, the project team and other key stakeholders.
- Monitor and maintain the overall project progress and individual work streams.
- Coordinate project meetings, including agenda setting, minute taking and the booking of rooms and catering.
- Facilitate effective communication and distribution of documentation, project updates and reports to both internal and external stakeholders.
- Work on own initiative on a day-to-day basis, autonomously, escalating any issues that may arise to appropriate person.
- There will be other duties and requirements associated with your job and, in addition, as a term of your employment you may be required to undertake various other duties as may reasonably be required.

Personal Development
- All staff are encouraged to contribute to identifying and meeting their own job-related development needs. This will be achieved through a variety of processes including regular 1-2-1’s with Line Managers or senior colleagues, annual appraisal, and development reviews.
- Each employee must co-operate and attend all appropriate mandatory and statutory training as required by the organisation and /or their professional bodies.

Policies & Procedures

The post holder is required to follow OCG’s policies and procedures which are regularly updated including:
Confidentiality and Data Protection

Post holders must maintain the confidentiality of information about OCG projects and Council business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding clients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.

Information Governance

All staff must comply with information governance requirements. These includes statutory responsibilities (such as compliance with the Data Protection Act and compliance with local policies and procedures (such as the OCG's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or clients) that they access and must ensure it is stored, processed, and forwarded in a secure and appropriate manner.

Equal Opportunities

Post holders must at all times fulfil their responsibilities with regard to the Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the OCG’s health and safety policies and procedures are complied with to maintain a safe working environment for visitors and employees.

Risk Management

All post holders have a responsibility to report risks or incidents promptly. The

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