PROJECT ADMINISTRATOR JOB DESCRIPTION & PERSON SPECIFICATIONCW BUSINESS SUPPORT - Ref: HL/CWBS/PA3Job Title Project AdministratorReporting to Project ManagerLocation Coventry Point, 5th Floor, Coventry, CV1 1EAType of role Fixed term – 1.5 yearsHours of work 27 hours / weekSalary £20966 pro rata

Nature/Purpose of Job role

To assist the Centre’s Business Support Delivery Team in the day to day administration of the ERDF project, and to take responsibility for the management of office systems and processes and proactively work with the team on routine deadlines and towards delivery of the project’s Implementation Plan. The ERDF Business Growth Programme is managed by Coventry City Council and the post is part funded by ERDF.

General Administration Duties

To develop, set up and maintain proper and adequate files, time-sheets and records at all times

Assisting the Project Manager in gathering and managing project evidence required by the Funder

Using a variety of software packages at advanced level, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases

Devising and maintaining office systems; both internal systems and the specific systems relevant to the ERDF project including construction contract related and business support related

Using content management systems to maintain and update websites and internal databases

Producing board meeting papers, agendas, and facilities for meetings. Join community development team to conduct outreach activities. Attending meetings, taking minutes and keeping notes Ensuring timesheets, expenses and leave/absence forms are completed and

submitted on time Managing the team diary Assisting the Project Manager in managing budget reporting Organising and storing paperwork, documents and computer-based

information. Photocopying and printing various documents, sometimes on behalf of other

colleagues. To comply with the Health and Safety at Work Act 1974 and other relevant

legislation.

Project Specific Activities:

To assist with building and sustaining relationships with CW Business Support Programme Partnership;

To work closely with the Project Manager to maintain a database beneficiaries that will seek to record all stages of the beneficiary journey;

Managing the SME database and working with the team to record eligible project activity;

Helping with delivery of the ERDF Action Plan including liaising with beneficiaries;

Arranging both in-house and external events; Preparing newsletters and project updates for funders; Social media communication;

General To provide appropriate reporting to the Project Manager, CEO and Trustees.

To carry out all work in line with the organisation’s Vision and Values.

To carry out all duties in line with the organisation’s policy relating to Equality

Project Administrator JD – updated 28/12/2016

PROJECT ADMINISTRATOR JOB DESCRIPTION & PERSON SPECIFICATIONCW BUSINESS SUPPORT - Ref: HL/CWBS/PA3

& Diversity and Customer Involvement Strategy.

Experience with working with BAME community

Understand cultural sensitivity of the community and be able to identify barriers they may have.

Attend Meetings, Networking & Training Events as required and also be available to work evening and weekends.

Adhere to working practices including Health and Safety and Equal Opportunities

Person Specification

Category Essential Desirable

1) Skills, knowledge and aptitudes

Excellent written communication and interpersonal skills.

Excellent organisational and analytical skills.

Ability to build and develop relationships. Knowledge and understanding of

business processes. Possess good problem solving and

decision making skills

Knowledge of ERDF administration.

Able to produce and analyse data and make recommendations.

Able to effectively challenge existing processes and ensure greater efficiency.

2) Education, Qualifications and Training

Higher level education or equivalent experience of administration at a senior level

Highly literate and numerate. Ability to effectively use Microsoft Office

products (Word, Excel, Outlook, and PowerPoint) at advanced level.

Familiarity with social media or willingness to learn

Familiarity with the low carbon agenda and willingness to learn

3) Experience An understanding of database management and maintenance.

Ability to work to strict deadlines without constant supervision.

Accurate, methodical and responsible approach to work with a keen eye for detail.

Demonstrates commitment to Customer Service in all activities.

Understanding of ERDF compliance and regulation.

Familiarity or willingness to learn about environmental issues and the low carbon economy.

4) Disposition Able to work on own initiative with minimum supervision but respecting requirements to report regularly to the line manager and the rest of the team

Able to handle heavy, conflicting workloads to tight deadlines.

Highly motivated, reliable and conscientious with good attention to detail

Positive, calm manner, common sense approach and pride in doing a good job.

Self-motivated and ambitious to learn

To apply for the above post, please send your CV to christabella@thehighlife.org by 5pm on 16th January 2017.

Project Administrator JD – updated 28/12/2016