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Programme Data Administrator

Havant, Hampshire

£12.50 - £14.50 per hour


As directed by management, the key activities and responsibilities of the role are:

  • Monitor formal incoming/outgoing/internal data on behalf of the team(s), in accordance with the Data Management (DM) processes. (Documentation may be received/submitted via mail, email or SDEs.)

    • Ensuring all incoming data deliverables are logged with the Data Support Centre (DSC), assigning the appropriate actions (reviews/notifications), and monitoring progress.
    • Coordinating review, approval and submission of outgoing data.
    • Preparing letters and documents as required.
    • Maintaining records of incoming/outgoing deliverables, as required, in the relevant tracking tools/spreadsheets/reports.
    • Uploading/downloading data to/from SDE(s), as appropriate, and notifying stakeholders.
  • Ensuring that appropriate attributes are set for incoming/outgoing/internal data.

  • Establishing and maintaining filing structures within the document management system(s), for efficient data storage and retrieval.

  • Providing firstline help to the team(s) on Data Management (DM) processes, local DM procedures, and the use of the electronic document management system(s)

  • Being proactive in reporting areas of concern to the Management team, to help avoid late deliveries.

Additional/Occasional Duties and Tasks

  • Responsible for the administration of any SDE(s) to include:

  • Establishing/maintaining the file structure, permissions and data control

  • Being the Subject Matter Expert (SME) for the SDE, acting as the first point of call internally

  • Producing and maintaining an SDE application User Training Manual, and providing training as necessary

  • Creating new user accounts within the SDE (including the approval process of)

  • Notifying the SDE users of any downtime to the SDE

  • Maintaining team(s) templates (e.g. documents/presentations/minutes/letters)

  • Maintaining Action Item tracking database(s), and working with the team(s) to drive actions to closure

  • Arranging team meetings, collating and preparing the presentation material, organising attendees and agenda etc

  • Developing and maintaining team(s) acronym/contact/distribution lists, organisation charts, and calendar(s) as required

  • Maintaining any team(s) meeting rooms

  • Coordinating regular, timely and accurate updates to status reports and presentations

  • Procurement

  • Creating and changing Purchase Requisitions (PRs) in Procure to Pay (P2P)

  • Evaluating and First approver of invoices in P2P

Essential Requirements of the Role

  • Proven administrative skills
  • Previous use of IT systems on the job instruction will be provided to learn LMUKIS systems (eg P2P)
  • Knowledge and experience of Microsoft Office applications (Outlook, Word, Excel, PowerPoint)
  • Strong work ethic
  • Good oral and written communication skills
  • Strong team player
  • Reliable
  • Commi

Desired Skills for the Role

  • Document management experience
  • Experience of working on MoD projects
  • Knowledge and experience of Windchill, SharePoint, Livelink, JIRA, DOORS

Posted 22 days ago

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