Project Management Office Support Specialist

3 weeks ago

Ipswich, Suffolk, United Kingdom OCS Group Full time

Position Overview

This dynamic role is pivotal in facilitating change within OCS, offering comprehensive administrative and organizational assistance to the Director and senior leaders in the Global PMO.

Role Components:

Project Assistance:

Provide essential project support and collaborate with both internal and external stakeholders as necessary.

Assist in planning activities, monitoring actions, managing documentation, and recording meeting notes.

Administrative Support:

Ensure the precise, timely, and professional handling of information and all administrative responsibilities, including but not limited to recruitment, onboarding, performance evaluations, meeting organization, expense management, procurement, and the preparation of reports and presentations.

Exceptional organizational skills and the ability to handle confidential information with professionalism and diligence are crucial for this position.

Key Responsibilities:

  • Manage the diaries of the Director and senior team members while coordinating meetings with various stakeholders.
  • Arrange travel, accommodation, and related bookings.
  • Support recruitment and onboarding processes.
  • Handle financial tasks such as raising purchase orders, processing goods receipts, and tracking invoices.
  • Coordinate and assist with monthly governance reporting.
  • Take essential meeting notes and track the completion of action items.
  • Assist in strategic project planning, action follow-ups, and reporting.
  • Support workshop and meeting preparations.
  • Enhance PowerPoint presentations.
  • Review reports and documents for accuracy.
  • Coordinate management meetings.
  • Manage project documentation effectively.
  • Track holiday planning forms for the Director and senior members as needed.
  • Perform any additional duties as assigned by the Director and senior leaders.
  • Maintain a clear separation between personal interests and the interests of OCS Group.
  • Exercise independent judgment and diligence in executing responsibilities.
  • Act in good faith to promote the long-term success of the organization.
  • Adhere to and advocate for OCS's policies on equality, diversity, information security, health and safety, and data protection.
  • Support and promote OCS's sustainability initiatives, including the Carbon Management Plan, while striving to minimize environmental impacts.

Essential Qualifications:

  • Project Management Skills: Understanding of project management principles to effectively support strategic initiatives.
  • Administrative Expertise: Proficient in managing senior executives' schedules and coordinating meetings.
  • Financial Management: Experience in financial operations, including purchase orders and invoice tracking.
  • Communication Skills: Strong verbal and written communication abilities for enhancing presentations and documenting meeting notes.
  • IT Proficiency: Familiarity with project management software and proficiency in Microsoft Office Suite.
  • Organizational Skills: Excellent organizational capabilities to assist with recruitment, onboarding, and various administrative tasks.
  • Analytical Skills: Ability to analyze data and support planning and reporting activities.
  • Ethical Conduct: Knowledge of corporate policies regarding equality, diversity, and sustainability.

Core Expectations:

  • Maintain high confidentiality and integrity in all tasks.
  • Deliver accurate work under pressure with attention to detail.
  • Communicate effectively and build strong interpersonal relationships.
  • Demonstrate adaptability and prioritize workloads efficiently.
  • Exhibit reliability and a positive attitude.
  • Possess strong analytical skills and the ability to work independently.
  • Ensure compliance with policies and procedures.

Performance Indicators:

  • Achieve accuracy in administrative tasks and outputs.
  • Promptly escalate issues as necessary, utilizing experience and judgment.
  • Resolve queries and requests within agreed timelines.
  • Effectively manage time and prioritize tasks to meet deadlines.
  • Understand and comply with OCS policies regarding health and safety.

Work Environment:

  • This position operates in a hybrid work model.
  • Presence is required where the effectiveness of work demands it.

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