19 Project Management jobs in Humbie, East Lothian

Lead Administrator/PMO | 4 Month Contract | (Inside) | Hybrid (Edinburgh) | Starting ASAP

Day Rate: Market rates

About the role

To provide full and comprehensive assistance for all aspects of the administration and support within the Strategic Change Service in order to ensure effective and efficient organisation and functioning of the service.

The Strategic Change Service is looking to recruit an interim Lead Administrator. You will play an important role in leading a small team of administrators as part of the evolving development of the broader Strategic Change Service. This role will be fast paced at times with many competing priorities to address in a confident and controlled manner.

Reporting to the Head of Portfolio Management Office, the role of Lead Administrator is to provide the Team with day-to-day administrative support across all areas of the service.

As Lead Administrator, you will also support the Strategic Change Service Leadership Team through the delivery of a range of confidential, administrative, organisational, programme, project and management support.

Main Duties

• Maintain day to day responsibility for the Portfolio Management Office (PMO) team escalating matters to the Head of Portfolio Management Office by exception. Lead the co-ordination of the Programme Management Office (PMO) Team's activities. This includes but is not limited to preparing and circulating documents for high level meetings, including agendas and minutes, and compiling action lists ensuring all actions are followed up. Prepare emails, spreadsheets and PowerPoint presentations and maintain electronic files. 50%
• Organise and support the co-ordination of the work of the Strategic Change Service Leadership Team this might include some diary management, prioritising of meetings and appointments and liaising with others (including other PA's) to agree meeting times, negotiating where necessary to ensure time is used most effectively. The post-holder must be able to plan ahead and prioritise commitments and respond proactively to changes, especially at short notice. 10%
• Ensure that the processing of invoices and raising of purchase order numbers and goods receipting is completed by the PMO Team. Organise payments within the client and maintain accurate records. Carry out straightforward calculations. 10%
• Participate in meetings and ensure accurate minutes and actions are captured. 10%
• Provide administrative assistance including recruitment support, arranging interviews, diary management for interview panels, organising induction schedules and arranging new start processes e.g. office equipment and security access for new staff. Maintain sickness absence and holiday absence records on an ongoing basis. 10%
• Ensure other general administrative tasks as required including photocopying, mail handling, travel bookings, stationery/IT/furniture ordering is in order to ensure adequate supplies/resources are available to meet the office requirements. 5%
• Provide office administrative support for the team e.g. health and safety, fire alarm testing, phone/desk lists, maintenance issues and basic IT support to team. 5%

Essential Skills & Experience:

• Demonstrable strong interpersonal and communication skills.
• Experience of producing high-level correspondence and communication, such as compiling agenda points, summaries of briefing papers and producing committee minutes.
• Demonstrable time-management skills.
• Must be approachable, conduct themselves in a highly professional manner and be tactful and diplomatic when handling sensitive situations.
• Ability to be resilient and stay calm when working under pressure.
• Must be flexible, self-motivated and target-driven.
• Ability to use initiative, with high attention to detail.
• Strong capability in building and maintaining confidence of others, including senior management and external contacts.
• An excellent working knowledge of Microsoft office, IT software packages, internet and Outlook emails & calendars, Sharepoint/Teams

Desirable:

• At least 2 years' experience as a senior level PA /Executive Assistant, supporting Directors or Heads of Department - or proven experience in a similar role.

This role has been deemed inside IR35 by the client. Applicants must hold, or be happy to apply for, a valid Basic Disclosure Scotland. Please click the link to apply.