JOB DESCRIPTION
Job title: Project Assistant
Salary range: £24,493 - £27,032 pa (including London weighting)
Reporting to: Head of Delivery
Location: London
Budget responsibility: No
Management responsibility: No
Hours: 35 hours per week
Contract: Fixed term until 31 March 2018
MAIN PURPOSE OF JOB:
To provide effective administrative support to the Local Impact Department in relation to the delivery of our projects. This will include acting as a central point of contact for project teams in relation to resource and admin requests, supporting internal and external meetings and events, day to day database management.
The post holder will support the Head of Delivery in day to day project management tasks, and will provide flexible support to the wider Local Impact Department.
MAIN DUTIES AND RESPONSIBILITIES:
Support services and internal systems
· Assist with the organisation of departmental and team away days and training sessions
· Maintain an accurate and efficient project resource order system, including managing stock levels and the distribution of resources to project teams
· Support the Local Impact Department as required in responding to administrative issues and liaising with the organisation’s IT outsourced provider
Governance and project support
· Collect and collate monthly project monitoring reports, papers and take minutes for Programme Board and Project Managers meetings
· Provide data entry support for beneficiary data collected through activities and events
· Receive and collate requests for new project materials for the Communications team
Administration
· Book meeting venues and associated admin requirements for external project meetings and Local Impact department and team away days, including accommodation, catering requirements, group train bookings etc
· Provide administrative support to the Local Impact department in relation to the recruitment of staff, associates and volunteers
Other duties
Department
· Be an active contributor to the Local Impact Department and attend team meetings.
· Occasional out of office hours work will be required as will occasional travel within the UK.
Organisation
· Adhere to Living Streets policies and procedures, working within communications and wider protocols, maintaining good liaison with other teams across the organisation.
· Be an ambassador for Living Streets at public-facing events and in all dealings with partners, funders, wider stakeholders and the general public.
· Champion the Living Streets corporate brand, messages, campaigns and communications initiatives to raise the profile and impact of Living Streets.
· Contribute to staff meetings and internal communications.
· Support fellow staff and provide internal mentoring and training to others where appropriate.
· Undertake other duties from time to time, as requested by the line manager/Department Director/Chief Executive.
PERSON SPECIFICATION
Essential
Applicants must be able to demonstrate:
Criteria / From application (ü) / At interview (ü)Experience
Experience of handling confidential information / ü / ü
Experience in handling office administration duties effectively and efficiently / ü / ü
Knowledge and skills
Very strong organisational skills / ü / ü
A good level of numeracy / ü / ü
Strong IT skills, including Microsoft Word, Excel and Outlook / ü / ü
Strong time management skills / ü / ü
Strong written and verbal communication skills / ü / ü
Ability to be administratively self-supporting and work remotely with other team members / ü / ü
Ability to solve problems and be able to deal with varied sets of responsibilities / ü / ü
Ability to work effectively as part of team, and independently as required / ü / ü
Ability to work to deadlines and prioritise workload / ü / ü
Good attention to detail / ü / ü
Self-motivated / ü / ü
Personal
Ability to work flexibly, including occasional travel or evening and weekend working / ü / ü
‘Can do’ approach to tasks and challenges / ü / ü
Commitment to equal opportunities and the ability to implement the Living Streets’ equal opportunities policy / ü / ü
Understanding of, and commitment to, the agenda of Living Streets / ü / ü
Desirable
It would be preferable for applicants to also demonstrate:
Criteria / From application (ü) / At interview (ü)Experience
Experience of supporting projects working with schools, workplaces and communities / ü / ü
Experience of facilities management and IT support functions / ü / ü
Knowledge and skills
Good understanding of the not-for-profit sector / ü / ü
Knowledge of Living Streets agenda and issues relating to local transport, environment and health / ü / ü
Knowledge of sustainable travel / ü / ü
What we offer
Terms and Conditions
· 25 days holiday in year 1 (in addition to public holidays and 2/3 days off at Christmas), rising by 1 day each year of service up to maximum of 30 days after 5 years (pro rata).
· Pension - 5% employer contribution (employee contribution not compulsory).
After completion of 6 month probationary period:
· Annual interest-free Season Ticket Loan
· Cycle To Work Scheme (cheap cycle and cycle equipment purchase).
· Child care vouchers – effective on first pay date