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Project Office Assistant

  • Location: London
  • Contract hours: FullTime

Job provided by PeopleHR


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About the job

  QUALIFICATIONS         Hold or working towards relevant PA/Secretarial Certificate.  Hold or working towards relevant NVQ qualifications in Business  Administration.  Demonstration of  equivalent qualification or experience.        EXPERIENCE  & SKILLS            Minimum 2 years of relevant experience or the ability to evidence  competence and capability during the interview process.  Sound communication and personal effectiveness skills.  Ability to maintain effective working relationships at all levels.        MAIN  RESPONSIBILITIES      Carry out background research and presentation of findings.  Produce documents, briefing papers, reports and presentations.  Attend internal and external meetings and produce detailed minutes.  Arrange travel, visas and accommodation for manager and other  Directors involved with Inogen conferences or overseas projects.     Co-ordinate and complete the delivery of third party data searches for  projects.  Arrange and issue purchase order numbers and data files (via file  sharing websites) to sub-consultants involved with projects.  Fact-check reports under the direction and supervision of Unit  Director and Project Managers.  Write Phase 1 contaminated land desk-study reports under the direction  and supervision of Unit Director and Project Managers.  Co-ordinate bookings for site equipment i.e. sat navs etc.   Responsible for the ordering of PPE as requested and ensure  availability for new starters as part of their initial Induction; ensure first-aid  kits are in date and always replenished.  Carry out specific projects and research.  Support the wider business as required.        ACCOUNTABILITY      Delivering excellence  in service:  Delivery of service quality to clients.  Develops Client relationships at project level.  Share knowledge and captures value delivered to Clients.  Personal financial billability.        KEY  PERFORMANCE INDICATORS      Completes all work in a timely manner and understands time allowances  allocated to a project/ task by the manager and work within these or raise  concerns to manager in a timely manner when they are at risk.  Takes responsibility for addressing own performance and developmental  needs to enhance skills, personal contribution and career prospects.  Works in a professional, objective, proactive and positive manner to  the needs of colleagues, customers, sub-contractors and sub-consultants or  other stakeholders.  Provide the necessary support for project related tasks as directed.   Devise, operate and maintain an effective system for booking for and  management of site equipment  Devise, operate and maintain an effective system the provision of the  required PPE as requested and ensure availability for new starters as part of  their initial Induction; ensure first-aid kits are in date and always  replenished.  Support the wider business as required.  Client satisfaction.  Quality of service.  Personal billability / utilisation against project expectations.  Effective team working.        GRADE REQURUIREMENT      To uphold the Core Values of the Company:  Empowerment.  Commitment.  Integrity.  Sustainability.  Safety.  Innovation.    TECHNICAL  SKILLS  Technical  knowledge and application  Good quality of work produced.  Demonstrate an understanding of current  Company requirements related to relevant site works.   Change Management: Able to work in a dynamic  environment and deal with any change in direction, often last-minute.  Manage supply such that there is no impact to  project work due to equipment and/or paperwork not being available for use.  PERSONAL  EFFECTIVENESS  Project briefs,  deadlines and resources  Tasks completed on time.  All relevant PPE & equipment available as  required.  No delays to Project work due to poor  planning relating to equipment supply and maintenance.  Active engagement in team meetings/briefings.    Productivity  Ability to produce work with minimal  supervision and to use initiative.  Able to multi-task and move quickly from one  priority to another.   Use of IT  To demonstrate an intermediate/high level of  Microsoft Office skills; Word, Excel, PowerPoint, Outlook.  Client  Satisfaction  To be aware of and positively influence  satisfaction feedback either directly or indirectly via verbal or written  testimony.  Personal  and collective safety  Safe working performance in compliance with  regulatory, Company and client requirements.   
          

COMMUNICATION SKILLS & WORKING RELATIONSHIPS To demonstrate the ability to communicate effectively with work Colleagues, Suppliers, Clients and Regulators. To develop and maintain good working relationships with work colleagues. To participate fully in Company or Divisional training and business improvement initiatives. Please see our candidate privacy notice below: ###.######.### Privacy Notice A407.pdf

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