A Project Administrator Role to Help Coordinate, Manage, Organise and Implement a Successful

JOB DESCRIPTION/ PERSON SPECIFICATION

POST Project Administrator DEPARTMENT Hillcroft 2020: Beyond Education (Big Lottery Fund Project) GRADE Scale 4/5 REPORTS TO Project Manager DIRECT REPORTS none WORKING PATTERN Fixed Term Contract to June 2020 Full-time (Possible job share opportunity) (This post will entail some occasional evening and weekend work and possible travel)

JOB PURPOSE

A project administrator role to help coordinate, manage, organise and implement a successful programme of activities to empower women in line with the Hillcroft 2020 Big Lottery Fund project objectives.

MAIN DUTIES AND RESPONSIBILITIES

Project Duties: • To support the Project Manager in managing the process of recruitment of specialist partner organisations to meet the objectives of the project.

• To record (including data entry), review and monitor information on all H2020 organizations in an effective and efficient way to enable accurate data analysis, engagement and follow up.

• To keep effective and efficient records of all potential service users that H2020 encounter.

• To manage the recruitment of students onto H2020 workshops to include responding to emails, booking onto a specialist system, recording enrolments and providing registers

• To support the Project Manager in facilitating and effectively coordinating all H2020 activities to include partner meetings, outreach appointments, taster events, steering groups, networking groups and the volunteer & mentoring program.

• To maintain accurate records to ensure evidence of the H2020 successes are recorded and filed appropriately. Both paper and electronic records.

• To co-ordinate taster events within Hillcroft College and externally at partner organizations

• To co-ordinate all H2020 emails and management of the H2020 diary.

• To plan, manage and co-ordinate all room bookings, refreshments and personnel availability for H2020 activities

• To implement and be responsible for the management of all processes and effective record keeping for the project

 Working across college departments to co-ordinate support for participants to enable them to be involved in the project (e.g. childcare, travel)

 To complete and provide monitoring data for the Project as requested

Date last reviewed: 31 August 2017  To assist the Project Manager in producing detailed data analysis, monitoring and evaluation reports in line with the Big Lottery funding criteria.

 To attend some workshops and outreach events to facilitate registration and expense claims.

 To carry out any other appropriate responsibilities as directed by the Project Manager

General Duties:  To commit to ongoing professional development by undertaking job related training  To contribute to the planning and development of the service as a member of the team  To have a duty of care to yourself and others regarding Health and Safety issues and ensure that the College’s Health & Safety Policies and Procedures are implemented  To actively promote the College’s Equality & Diversity policy, encouraging staff awareness and participation in all areas  To actively promote the College’s safeguarding policy and be aware of your responsibilities to report concerns  To carry out duties pertinent to the scope of the post as directed by the Head of College or other senior managers of the College

The above are the key accountabilities as currently defined; they are not listed in priority order and should not be taken to be so. These accountabilities may be subject to periodic review, and the post holder will be expected to take on such variations as are consistent with the level of responsibility and purpose of the post. 3

PERSON SPECIFICATION

The successful candidate will fulfil the following essential requirements, and will also ideally hold the desirable attributes.

ESSENTIAL DESIRABLE LIKELY TO BE ASSESSED BY: I – Interview AF – Application form T – Task KNOWLEDGE

1 Commitment to Equality and Diversity,  I Safeguarding and Health and Safety

2 Experience of working with diverse client  AF groups, particularly women facing difficult life challenges. ABILITIES/SKILLS/EXPERIENCE 3 Excellent written communication and  AF, I interpersonal skills both email & face to face. 4 Proven skills in co-ordinating events to a high  AF, I, T standard involving internal and external stakeholders

5 Exceptional organisational skills and ability to  I,T multi-task with the ability to plan and prioritise workload 6 Experience of dealing with curriculum and  AF, I quality methodologies and constraints within an educational establishment 7 Experience of using a QL/QLX system in an  AF educational establishment 8 Excellent attention to detail and problem  I, T solving skills 9 Experience of working in a pressured, close knit  I team working to tight deadlines 10 Advanced level of IT skills especially, Outlook  AF, T and Microsoft Office 11 Ability to interact at all levels with confidence  I and diplomacy 12 Ability to work independently on own initiative  I,T and be proactive 13 High level of personal integrity and  AF, I confidentiality QUALIFICATION 14 GCSE or Level 2 Maths and English  AF

Date last reviewed: 31 August 2017