Programme Support Officer PO2

Job Category: Admin / Clerical
Location: ALEXANDRA HOUSE, London Borough of Haringey
Hours Per Week: 36.00
Start Date: Immediate Start
Start Time: 09:00
End Time: 17:15
Salary: £160.19

Job Description:

1.To be responsible for providing administrative/clerical and financial support to the Education Capital Programme Team and wider Major Projects Capital Delivery Team including, but not limited to:
a. Monitoring and updating programme management documents, including any Audits
b. Data collection and analysis for programme monitoring and reporting
c. Provision of secretariat support i.e. circulating agendas, taking minutes of Steering

Group meetings, Core Group meetings, general meetings and site visits and following up actions:
d. Preparing presentations including PowerPoint and report images and data.
e. Filing and managing electronic records
f. Updating Capital Programme risks, issues and actions logs

2.To assist with Member Enquiries and Freedom of Information requests as and when necessary and to compile a database of queries and responses.

3.To assist the Programme Manager and team in programme related financial/budget management tasks. Interrogating SAP and cashflow forecasts with Project Managers.

4.Supporting the wider Major Projects Team project managers and wider technical procurement officers with the procurement process of external resource and services invitation to tender (ITT including undertaking the uploading, downloading of tender information and proactive coordination of receipt and response to any queries via various electronic procurement portals including Haringey procurement and contract system (HPCS) and Haringey Dynamic purchasing system (DPS).

5.Supporting a regular audit of key files and documentation across projects at all stages within the Major Projects Team (including those in defect stage), and following up with Project Managers to close gaps and ensure relevant approvals are complete / captured. Escalating any issues with the Project Support Office Lead as needed.

6.To co-ordinate, manage school liaison, including collection of data and arranging site meetings and walkabouts

7.To manage electronic data to ensure that information is organised, easily accessible and to ensure effective configuration management.

8.To assist the Programme management team and with the quality assurance of building data to be electronically held and referenced.

9.To assist the Programme management team with the research, collation and reporting of high quality programme KPI reports.

10.To provide a customer focused service to all Capital Delivery Team contacts and clients including schools, staff, Councillors, representatives of partner organisations and employees of the Council.

11.To be an effective and active member of the wider team ensuring cover and mutual support when necessary.

12.Provide a proactive customer oriented approach to communication and consultation with all stakeholders at all levels.

13.To be responsive to the needs of the Programme Management Team and be willing to work at occasional out of hours events such as publicity or consultation events as required.