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Project Management Assistant

2 months ago

Sevenoaks, Kent, United Kingdom Service Care Solutions - Housing Full time
Job Title: Team Assistant

**Job Summary:**

We are seeking a highly organized and proactive Team Assistant to join our team at Service Care Solutions - Housing. In this role, you will play a key part in supporting various projects and ensuring the smooth operation of administrative functions.

Key Responsibilities:
  • **Ensure Smooth Operations:**
    • Ensure that the technology business runs as smoothly as possible and that internal processes are managed effectively.
  • **Organise Team Administration:**
    • Organise the technology team administration, such as events, logistics, ordering, and planning.
  • **Support Senior Management:**
    • Assist the technology senior management team to organise and manage the day-to-day operation of the technology function.
  • **Meetings and Events:**
    • Arrange and attend meetings, including paper preparation, booking rooms and refreshments, taking notes, and drafting minutes.
  • **Travel and Accommodation:**
    • Book appointments, update calendars, and arrange travel and accommodation as required.
  • **Administrative Support:**
    • Provide administrative support to the team, including supporting the Programme Governance Structure, project administration, and production of departmental statistics.
  • **Mini Projects:**
    • Co-ordinate mini projects from creation to completion, liaising with the technical teams to monitor progress and the business lead to keep them informed.
  • **Reporting and Assurance:**
    • Support reporting and assurance activities for portfolio and programme management.
  • **Content Management:**
    • Collate, prepare, publish, and maintain content for the Programme Office intranet pages, exploiting available content management software to provide informative user-friendly pages and ensuring templates and current project information are up to date.
  • **Documentation:**
    • Maintain all project-related documentation, including templates and live products.
  • **Advice and Guidance:**
    • Provide basic advice and guidance on individual project proposals and plans.
  • **Management Information:**
    • Provide management information and develop new dashboards as required.
  • **Events and Meetings:**
    • Organise events, meetings, and appointments as may be required.
  • **Logistics and Planning:**
    • Undertake logistics and planning as may be required (e.g. sending devices via courier).
  • **Records and Communication:**
    • Organise and communicate and maintain records that help with the smooth running of the organisation.
Person Specification:
  • **Proficient in Microsoft Office:**
    • Proficient in the use of Word and Excel, including the ability to create spreadsheets and documents to support the project management process, manipulate data, produce statistics and reports.
  • **Business Knowledge:**
    • Knowledge of standard business functions (e.g. purchasing, accounting).
  • **Event Organisation:**
    • Organisation of events, meetings, and appointments.
  • **Information Co-ordination:**
    • Experience of co-ordinating information across large departments.
  • **Financial Management:**
    • Understanding of accounting principles and financial management.
  • **Microsoft Products:**
    • Knowledge of Microsoft products, especially Excel, PowerPoint, and Word.
  • **Task Management:**
    • Ability to drive actions to completion, knowing how and when to gather information from team members.
  • **Task Prioritisation:**
    • Ability to organise and prioritise tasks in line with organisational expectations.
  • **Team Collaboration:**
    • Ability to collaborate well across teams and wider business areas.