Business Support Officer: Programme Management Office

Main Accountabilities and Responsibilities:

The role will be required to provide a range of general administrative and support services to the Programme Management Office. The successful candidate will be required to act flexibly and undertake other duties and responsibilities which may be relevant to the purpose of the job. The role will also provide cover for EDC Business Support Officers as required (e.g. during holidays or to cover sickness).

The post holder will be required to:

• Provide administrative support to the EDC Project Governance processes including arranging the forward plan of meetings (4 Project Boards and 1 Programme Board), collating and circulating papers, taking accurate minutes, circulating these and their actions, reviewing actions with the responsible staff member and collating information updates. These duties are required to be completed within set timescales.
• Actively manage the document management system, ensuring there is an accurate and easily accessible audit trail of all key project level documentation and decisions made such as business cases and other key approvals, ensuring formal sign off is documented. This will include tracking documents as they progress through approvals, to ensure the PMO obtain approval information which occurs outside of the Project and Programme Boards it attends.
• Administratively support the PMO Manager in the maintenance and continuous improvement of programme standards, templates and processes to ensure that EDC project teams have access to up-to-date guidance.
• Assist the PMO Manager in conducting annual assurance reviews to ensure all templates and processes are being followed correctly.
• Where required, support the collation of Programme level information such as programme plans, risk and issue registers.
• Assist the PMO in the tracking of annual KPI and performance data by compiling responses from relevant teams on a quarterly basis and keeping a log of progress throughout the year and for the business plan period.
• Suggest improvements to EDC’s working practices, where relevant.

Essential Criteria:

• Excellent time management and organisational skills – able to complete a range of tasks, filtering workload according to priorities and meeting tight deadlines.
• Intermediate standard IT skills in Microsoft Outlook, Excel and Word as a minimum.
• Experience of undertaking administrative duties such as diary management.
• Ability to maintain accurate and up to date records with strong attention to detail.
• Ability to manage multiple requests and competing priorities.
• Good verbal communication skills – able to speak confidently regarding their role.
• Team player, working flexibly as part of a small team with demanding targets.
• Self-starter attitude with proven problem-solving skills.
• Good general standard of education, with strong literacy and numeracy skills.
• To be amiable, professional and approachable.

To apply, please send a covering letter and your CV, along with the documents here to: ebbsfleetrecruitment@ebbsfleetdc.org.uk