Programme Management Office Coordinator – Administrator

Programme Management Office Coordinator – Administrator

Capita is working in partnership with the London Borough of Barnet to deliver the £4bn Brent Cross Cricklewood Regeneration Programme and is now looking to grow it regeneration and programme management team for the exciting next stage of the programme. We are hiring a number of key roles within the PMO Team and looking for passionate project controls professionals who would be excited by working on a major complex multi-billion pound programme

About the role

Capita are currently looking for a PMO Coordinator. You will be working to the Brent Cross PMO Lead and with other project management and project controls professionals, you will provide high quality project/programme management coordination and administrative support across the Brent Cross Cricklewood Regeneration Programme on behalf of Re.

The role is full time and will be split between Re’s offices in Barnet and Capita’s offices in the City of London

About us and the programme

The post is based within the Re (Regional Enterprise Limited) which is a joint venture between the London Borough of Barnet and Capita. Re runs the Council’s development and regulatory services including strategic planning, development management and regeneration services and will deliver growth in the Borough and develop a new and exciting consultancy business.

What you will do:

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Support programme team members with the administration with finance, sales, human resources and quality management duties.
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Managing travel and accommodation arrangements and reservations.
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Acting as Business Management System (BMS) “champion”
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Support the management of staff time sheet completion, including completing timesheets for Directors
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Support collecting and reporting of KPI data
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Undertake diary management
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Arrange internal team meetings including preparing agendas, taking minutes and other relevant documentation, as necessary
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Support with the administration of recruitment processing
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Maintain holiday tracker for the team
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Create and maintain an induction pack for new starters to the team

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Provide pro-active administrative support to the Brent Cross Programme Team including acting as secretary to key meetings, taking notes and producing invitations, agenda and minutes.
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Support document control and maintaining project e-filing systems.
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Maintain and update databases/files for all incoming and outgoing document information to ensure all documentation is recorded.
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Support the project team in retrieving documents from the database.
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Distribute incoming documents to project team members ensuring they have the correct documents in a timely manner.
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Input document data ensuring that the information is accurate, version-controlled, and up to date.
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Assist in the preparation and distribution of document transmittals to the client and other external stakeholders, ensuring that all documents are quality checked prior to distribution.
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Prepare high quality professional documentation, reports and presentations as required.
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Support raising internal Work Share Agreements for PCM approval where required
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Manage project reporting including compiling, formatting and issuing reports
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Support in the management and maintenance of project/programme documentation and procedures
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Maintain Project Directories
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Support in the production of key papers/submissions to the Council

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Support with general project administration tasks as required.
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Develop and maintain good communication and relationships with the Regeneration Service and other departments within Re, the Council and the developer partners and to provide excellent customer service through the production of high quality work and by acting in a professional manner.
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Provide advice in person, on the telephone and in writing to all clients and contractors of the service requests.
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Deal with stakeholder contact and respond to programme related enquiries.
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In order to deliver the service effectively, a degree of flexibility is required of the post holder to perform work not specifically referred to above. Such duties will fall within the scope of the post, at appropriate grade and on occasions involve working outside normal office hours, when required to assist the service delivery

Your experience will include:

* A minimum of 3 years relevant successful experience of PMO / project coordination and administration on large projects / programmes.
* Eligibility to work and reside in the UK.
* Good IT skills including advanced use of Microsoft Office, especially in the use of databases.
* Experience is utilising document control systems.
* Knowledge and understanding of document control and information management processes and procedures.
* Well-developed analytical and problem-solving skills and experience and demonstration of investigating, analysing, recommending and presenting solutions to document and information management issues.

What’s in it for you?

At Capita, training and development aren’t optional extras: they’re how we do our job. We will motivate you to perform at your peak, recognising your achievements and rewarding them appropriately. As well as a generous basic salary we also give you competitive annual leave, company pension scheme and access to voluntary benefit options including; child care vouchers, share save scheme, life assurance, holiday buy and many more designed to suit your own personal lifestyle. All of this, in a professional but fun environment.

Capita operates as an equal opportunities employer and we welcome all applications regardless of gender, marital status, sexual orientation, pregnancy, race, colour, ethnic origin, nationality, religion or beliefs, disability, age, political opinions or trade union membership.

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