Project Support Office

Reference
1094371

Branch
City St Georges University of London

Start date
31/03/2025

Duration
3 Months

Hours and days
Monday-Friday Full time (35 hours)

Dress code
Smart Casual

Rate of pay
£24.96

Holiday rate
£3.01

Role

• Project and Change Management
• Process Improvement• Business Process Analysis
• Strategic organisational change and design
• Consultancy, training, coaching and capability development

Duties and responsibilities

Project support 

• Coordinate project activities (track, monitor and report on the progress of particular Integration Programme workstreams, groups and project areas as requested)
• Support and track progress to integrate and align the policies of the two legacy institutions
• Liaise with colleagues at all levels to facilitate a good pace of progress in the objectives and aims of each workstream or group that the role supports
• Identify, flag and monitor key project risks to project managers and workstream leads, proposing mitigations where appropriate
• Work closely with the Programme Manager to assist the team in the production, management and maintenance of project plans, ensuring that actions are undertaken and follow up is conducted with team members where required.

Programme management, governance and reporting

• Administer and service nominated meetings including workstreams, workshops and other stakeholder groups as required (schedule meetings, draft agendas, prepare and distribute papers and materials, take notes and monitor actions)
• Maintain appropriate documentation and filing, ensuring effective governance is supported by a clear audit trail of decision-making which is channelled through the appropriate committee structure.

Communications and Stakeholder Engagement

• Maintain effective internal communication mechanisms to support information and communication flow across the team
• Establish effective working relationships with project managers, workstream leads, sponsors and stakeholders across projects
• Deal with sensitive and contentious issues and ensure these are handled in an appropriate manner
• Act as a first point of contact for staff for questions and queries and managing our internal inbox, which may involve signposting queries and advising on appropriate next steps as required.

Key Relationships

The post holder will be required to proactively engage with City St George’s staff, including senior stakeholders, on a variety of topics and programmes. They will maintain constructive relationships with a broad range of internal and external stakeholders and build effective relationships within the team. 

Skills and experience

Experience

• Previous administrative experience in a ‘front facing’ or busy team environment
• Previous project support experience including programme tracking, project committee support or project board support and servicing
• Project or Project Administrative experience in a Higher Education establishment (Desirable)

Skills

• The ability to work effectively under own direction as well as part of a team
• High level interpersonal communication skills, both written and oral, using a ‘customer-centred’ approach
• Experience of successful stakeholder communication and engagement
• Ability to deal with all levels of the organisation for sensitive and confidential issues, exercising tact, diplomacy and integrity at all times
• Excellent organisational skills, with the ability to manage and prioritise a complex and varied workload to meet deadlines
• Experience of working flexibly, in an environment with changing and conflicting priorities
• Demonstrable ability to work under pressure
• A high level of accuracy and attention to detail

Additional Experience/ Qualifications

• Ideally candidates who have worked in environments where there are lots of policies. Public sector experience ideal if not Higher Education.

Location
City St Georges campus, Clerkenwell, London

Additional information

• The post holder must at all times carry out their responsibilities with due regard to City St George’s, University of London’s Equal Opportunities Statement.
• The post holder must accept responsibility for ensuring that the policies and procedures relating to Health and Safety in the workplace are adhered to at all times.
• The post holder must respect the confidentiality of data stored electronically and by other means in line with General Data Protection Regulation 2018 (GDPR) the Data Protection Act 2018.
• The post holder must carry out their responsibilities with due regard to the non-smoking environment of City St George’s, University of London.• Workplace values
• The post holder will be expected to operate in line with City St George’s workplace values which are: We care, We learn, We act
• At City St George’s, subject to agreement, relevant Professional Services roles may work in a hybrid way, involving a mixture of working on campus and at home each week.

The above list is not exclusive or exhaustive and the post holder will be required to undertake such duties as may reasonably be expected within the scope and grading of the post. All members of staff are required to be professional, co-operative and flexible in line with the needs of the post, Department, School and City St George’s, University of London.

This advert will expire at 23:59 on 22/03/2025 

Disclaimer: this advert may end earlier if we receive sufficient applications before the deadline. If you wish to apply for this role, please apply sooner rather than later. 

Please note payroll at City University Unitemps, runs monthly with mid-month timesheet cut off dates. Before applying to this role please ensure you view the payroll deadline dates here 

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Equality, Diversity and Inclusion Statement (EDI)  

City, University of London is committed to promoting equality, diversity and inclusion in all its activities, processes, and culture, for our whole community, including staff, students and visitors. 

We welcome applications regardless of gender, sexual orientation, disability, marital status, race, nationality, ethnic origin, religion or social class. For more information on our approaches to encouraging an inclusive environment, please see our Equality, Diversity and Inclusion Pages