Project Support Officer

Responsibilities

• Assist the Project Manager/Project Support Manager in preparation, delivery, updating and monitoring all project plans, documentation and deliverables.
• The post holder is responsible for setting up, maintaining and developing a number of databases and information management system in order to develop and implement procedures to ensure efficiency of the project and programme administration.
• Maintenance of other databases developed by the jobholder to improve procedures.
• Regularly provide updates and guidance to Project and Programme Managers as well as other internal/external stakeholders.
• Undertake the organisation of a large volume of meetings, workshops and presentations.
• Receive and respond to telephone calls/emails as appropriate, keeping the Project Manager/Project Support Manager informed of all relevant issues.
• Provide secretariat support to Programme and Project Managers, associated staff and external stakeholders. Duties include diary co-ordination and arranging meetings together with all related duties. All work must be of a high standard, be completed within agreed timescales and meet expectations.
• From all systems, the post holder will generate reports for use by management and / or other appropriate individuals. A strong audit trail will be provided.
• Maintain all Programme Management Services documentation as appropriate. Liaise with internal departments to ensure all documentation is acted upon appropriately and meets expectations.
• Undertake full and accurate minute taking as and when required for Project and Programme Managers and associated staff and boards which meets expectations.
• Contribute to preparation of documents which requires an understanding of forward planning and budget control.

Essential Skills

• Educated to degree level in Office Administration or related subject or proven experience gained in a busy office environment
• Good knowledge of methodologies and techniques for planning, monitoring and controlling projects
• Commitment to professional development.
• Project management background and/or experience working in a project office environment
• Experience of co-ordinating all Project Phases including Proposal, Initiation, Design, Implementation, Closure and Review
• Experience of diary co-ordination and arranging meetings together with all related duties
• Minute taking skills.
• Evidence of excellent written and oral communication.
• Ability to manage a diverse workload while ensuring the provision of a high quality service
• Ability to prioritise workload to meet deadlines in a changing environment without the requirement for direct supervision.
• Team working experience, with excellent interpersonal and communication skills and a well-developed organisational ability.

Desirable Skills

• Formal programme and project management training e.g. PRINCE2™.
• An understanding of the NHS in Scotland and knowledge of associated terminology
• Experience in the delivery of training
• Experience and knowledge of delivering effective customer-orientated services
• Knowledge of budgeting and resource allocation procedures and effective financial management skills.
• Evidence of negotiation and influencing skills.
• Experience of working flexibly with team members and customers across a variety of business settings.
• The ability to find ways of solving or pre-empting problems.