CESAM Project Administrator

Transcription

1 This post is part-funded by the European Regional Development Fund CESAM Project Administrator Job Title: Reference No: Reports to: Responsible For: Grade: CESAM Project Administrator CESAM Project Manager Administration of the delivery of the ERDF funded CESAM project C Working Hours: 37 Faculty/Service: Location: Main Purpose of Role: Faculty of Engineering and Advanced Manufacturing The Industry Centre, University of Sunderland This role is responsible for the co-ordination of the project administration, through support to the Project Manager and delivery teams (Practical and Research based) ensuring the attainment of the project objectives and ERDF outputs. Key Responsibilities and Accountabilities: Administer all aspects of the ERDF funded CESAM project through the operation of systems as directed by the Project Manager Promotion and marketing of the CESAM project as directed by the Project Manager Obtain, evaluate, organise, store, and report on information to satisfy ERDF contractual requirements Ensure appropriate paperwork is in place for all CESAM project activities and SME participants Arrange purchase orders, payments, invoicing and travel expenses for the project Ensure SME requests for support are recorded and passed on to the Underpinning Technology Research and Knowledge Transfer leads and that project delivery staff are booked as required and reimbursed accurately and on time where these are not full time project staff. Operate procedures for timesheets, sickness, holiday and other absences of project staff Arrange and promote events and workshops, etc as required for the project Schedule and arrange meetings relating to the project, including preparing agendas and taking accurate minutes Circulate details of new interventions, CPF calls and grants, and workshops to promote and facilitate the project Any other administrative duties for the project commensurate with role

2 Special Circumstances: May involve occasional travel to external meetings and events

3 University of Sunderland Role Profile Part 2 Part 2A: Essential and Desirable Criteria Essential Qualifications and Professional Memberships: Good educational attainment - to at least A Level standard or equivalent Knowledge and Experience: Experience: Demonstrable experience of working within an administrative role Experienced in the use of Microsoft Office applications Word, Powerpoint, Excel and Exchange Experience of developing and maintaining office systems Demonstrable experience in organising meetings and recording outputs in the form of minutes and action points Key Knowledge and Expertise (role specific):experience of Project control skills in terms of organising events, prioritising tasks and delivering work within agreed timescales Used as a reference point by others Excel (including pivot tables and analysis) Event organisation and branding promotion Desirable Qualifications and Professional Memberships: Marketing related Degree Part 2B: Key Competencies Competencies are assessed at the interview/selection testing stage Knowledge and Experience: Experience in using Oracle Financials Experience in supporting the delivery of ERDF funded projects Oral Communication Communication is initiated, in a timely fashion Information is summarised accurately Recipients reactions are noticed and appropriate responses are given Delivery methods are chosen and tailored to aid understanding and meet the needs of others Takes action to correct any misunderstandings or mistakes Checks on recipient's understanding and takes action to remedy any miscommunications

4 Adapts style in response to feedback Written Communication Anticipates the needs of others for information Adjusts the level of content to suit audiences with varying levels of understanding and ability Provides information in a suitable format so that the needs of others are met Uses a range of different formats, chosen to the diverse needs and ensure understanding Decision Making Independent Decisions Considers wider impact of decisions, assesses possible outcomes and their likelihood Uses judgement to make decisions with limited or ambiguous data and takes account of multiple factors Distinguishes between the need to make a decision, when to defer and when not to take a decision Collaborative Decisions Helps others to explore options that initially appear to be inappropriate or unfeasible and recognise when a decision is or is not needed Enables others to contribute to decisions Ensures that options are weighed, outcomes identified and chances of success considered Challenges decisions, appropriately to ensure consideration and processes are robust Provision of Advice Anticipates and highlights issues that need to be taken into account Outlines possible impacting factors, assessing their degree of influence on the choice of options Ensures previous learning is included Planning and Organising Resources Actively seeks information to support planning and prioritisation of work Ensures that time and resources are used effectively to their maximum efficiency Checks and reports on progress and achievement against plans to key parties Develops plans to take account of problems, delays and new priorities Service Delivery Adapts services and systems to meet customers needs and identifies ways of improving standards Learns from complaints and takes action to resolve them Collates feedback and views from customers and keeps up-to-date with market trends to inform service development and make changes Actively promotes services

5 Teamwork & Motivation Helps to clarify priorities and ensure they are understood by all Supports colleagues in need of extra help Acknowledges the achievement of colleagues Date Completed: 17/4/18