Management & Project Support Officer
England, West Midlands, Coventry - £25,735 per annum
Management & Project Support Officer
Coventry City Centre
12 Month Contract
As Management and Project Support Officer you will provide high level support to an ongoing project and drive forward a range of work programmes and initiatives to ensure the project is delivered on time. You will also support the Head of Digital with day-to-day activity in the Digital Team.
Working collaboratively with colleagues and project teams across the Marketing & External Affairs department and the wider University Group, you will have a flexible approach to manage multiple tasks and projects with competing deadlines to deliver concrete objectives in the new website project plan.
Acting as a 'filter' to the new project for all enquiries deciding who the enquiry can be referred to within the new project team, ensuring the Head of Digital is aware of any major or sensitive problems that may require their ultimate intervention.
Main Duties and Responsibilities
*To provide project support for a range of strategic projects and development initiatives relating to the project and the Digital Team.
*To undertake background research and data collection, managing project group meetings, noting actions and timelines, identifying activity streams, providing follow up reports, organising travel relating to projects and overseeing arrangements for visits by external guests to Coventry University.
*To provide background, insight and advice to the project team and relevant background and briefing materials in advance of meetings/engagements.
*To exercise judgement and independence regarding requests for information/consultation, independently handling issues that do not require input and oversight by the Head of Digital.
*To drive close working relationships between the project and the Marketing & External Affairs team by fostering sharing of best practice and conducting operational reviews.
*To maintain a forward calendar of activity for the project.
*To contribute to key strategic and other initiatives by managing the organisation of task/finish groups and acts as "Secretary" to such groups producing comprehensive minutes and action plans.
*To deliver activities in support of the implementation of the project, working closely with HR to support staff activities and monitor progress against short and medium-term targets.
*To maintain and develop an understanding of the strategic and administrative issues with which the Head of Digital is concerned demonstrating excellent interpersonal skills to represent the project both internally and externally.
*To foster an environment of continuous improvement, reviewing and updating working practices to reflect the needs of the project and to maintain and deliver to the highest possible standards.
*To manage all incoming and outgoing correspondence for the project using discretion and sound judgement to ensure correct prioritisation, suitable drafting of responses and production of supplementary information as required. Monitor progress of follow-up actions, being mindful of deadlines for completion.
*To be responsible for arranging meetings, committees, working groups, events and seminars as delegated by the Head of Digital. This entails preparation and printing of papers, liaison with speakers, dissemination of invitations, advertising, and hospitality arrangements for the meeting / event. Prepare the new website project team for internal and external meetings, briefing him/her as necessary, obtaining relevant information and providing all relevant documents.
*To project manage and coordinate the recruitment and selection of staff needed for the project and the Digital Team.
*To act as the interface for the project for queries, preparing paperwork and referring for investigation as requested. Undertake information gathering, progress chasing and other activities related to the effective functioning of the project and the Digital Team.
*To assist the Head of Digital in the smooth running of the Digital Team and to act as a buffer between the team and the Head of Digital ensuring the smooth running of each role.
*AND such other duties as are within the scope and spirit of the job purpose, the title of the post and it's grading.
*Educated to degree level or extensive relevant experience in Personal Assistant and project related activity
*Demonstrable progressive experience in high-level administrative and analytical activities.
*Significant recent experience of supporting senior staff and/or management in an administrative, secretarial or personal assistant role
*Excellent written and oral communication skills
*Extensive IT skills with advanced level experience of using all Microsoft Office applications
*Management/Team leading experience
*Possess strong powers of self- motivation and initiative
*Excellent written and oral communication skills and an ability to present information effectively to wide range of audiences
*Ability to source, analyse and interpret information
*Ability to use initiative, independent judgement, tact, and decisiveness while working under the pressure of constantly changing priorities, unanticipated urgent demands, multiple tasks, and projects with competing deadlines
*Well-developed organisational skills including maintaining confidentiality of information, records, and correspondence with judgement and discretion
*Ability to use PowerPoint
*Experience in report writing
*Ability to manage and prioritise the work load of a senior manager
*Skill to independently compose letters, memos, reports, and other written communication materials, for a variety of audiences
*Ability to work on own initiative. Ability to utilise administrative computer software packages
*Ability to use the internet as an information tool
*Ability to prioritise own workload