Temporary Business Admin Assistant – Portfolio Management

☞ Triumph Consultants Ltd

View: 111

Update day: 01-06-2024

Location: Leeds Yorkshire and the Humber

Category: Finance / Bank / Stock

Industry: Human Resources Staffing

Salary: £10.45 an hour

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Job content

What’s involved with this role:
Temporary Business Admin Assistant – Portfolio Management Reference no: W Yorkshire 5196176 As working from home, hours can be flexible. Responsible for providing the Portfolio Management & Appraisal team with a professional administrative function, ensuring that all processes and procedures support portfolio delivery across the Combined Authority and partners in accordance with the Assurance Framework. Contributing to the Programme Appraisal Team (PAT) secretariat, management of PMA and business case mailboxes, portfolio documentation master files, SharePoint document management and end-user support on the PIMS. Specifics:
  • Maintain the Programme / Project database, ensuring its accuracy and all Schemes are allocated a reference.
  • Responsible for regular updates to the PMA databases/trackers to ensure accurate and valid information.
  • Setting up meetings for the PMA, inviting attendees, making room bookings, preparing agendas, minutes and action logs.
  • Set up and maintain the PMA departmental filing set up on the network drives, SharePoint and PIMS.
  • Lead in the SharePoint document management implementation for Schemes and provide end-user support and guidance, including management of the SharePoint document repository on the PIMS, keeping all documents in the agreed locations.
  • Responsible for the management of the PMA mailbox and management of the business case mailbox ensuring all enquiries are dealt with.
  • Provide administrative support for the preparation and collation of Investment Committee and Combined Authority reports.
  • Contribute to the organisation of the Programme Appraisal Team (PAT) meetings in terms of attendees and room bookings, including collating and distributing papers ahead of the meeting and taking of, writing up and distributing the agenda, minutes and action log.
  • Ensuring all submitted PAT documentation meets the template criteria and report any gaps ahead of the meeting.
  • Provide administrative support to the Head of PMA and the wider PMA team and administrative cover for the wider Delivery Directorate as necessary.
  • Use the computerised ordering and payments system and manual processes to raise orders, process and certify invoices and claims for payment whilst ensuring compliance with Standing Orders and Financial Regulations.
  • With support from the Portfolio Managers, be responsible for prioritisation of own tasks and work to tight deadlines.
NB: Please feel free to apply to us direct via jobs@tclrec.com by quoting the job reference and job title exactly. SEE DETAILS AT THE BOTTOM OF THIS AD. If you have previously applied to one of our vacancies and have already sent the required supporting documentation to us, please make this clear when you re-apply as this will help speed up your application.
Please quote the Job Title & Vacancy Reference No. in your application, or we will be unable to match your CV to the role being applied for.

“Essential Requirements” – Please check to ensure that your CV addresses the following items:

  • Our clients are generally seeking applicants who are reasonably local, so on that basis we would ideally like you to supply us with your address (or at least your post code) and a telephone number so that we can reach you during working hours.

  • Your recent UK working experience going back at least 5 years, or full employment history if you have been working for fewer years than this.

  • Your availability to work either immediately, or at short notice.

  • Educated to A level or equivalent or relevant experience

  • Knowledge & Experience:

    • Minimum of 12 months administration experience in a similar role, or context and ideally within a public sector organisation

    • Experience of providing first class administrative support.

    • Understanding of programme and project management methodologies (e.g. PRINCE2), including risk management, benefits realisation and configuration management.

    • Basic knowledge of public sector financial procedures.

    • Understanding of the purpose of a PMA team and assurance/gateway processes / frameworks.

    • Experience of providing administrative support to a diverse and highly technical multi-disciplinary team, including implementing document management, setting up meetings and undertaking a secretariat role.

    • Experience of compiling spreadsheets / databases in order to record, analyse and interpret data and summarise / report the results.

    • Experience of prioritisation of own tasks and working to tight deadlines under pressure.

  • ICT Skills:

    • Extensive knowledge of Microsoft Office (including Excel, Word, PowerPoint and Outlook).

    • Knowledge and experience in effectively using Microsoft Project, SharePoint and databases.

Other preferable/desirable details to include on your CV, if applicable:

  • Any local authority/public sector experience

  • Any relevant qualifications held or being studied for

N

If you would prefer to send a CV straight to us rather than by way of an on-line application, you are very welcome to do so via jobs@tclrec.com but please quote both the job reference and job title exactly as they appear below:

Job Ref: W Yorkshire 5196176

Anticipated Length of Assignment: Unless otherwise stated (we do carry the occasional permanent vacancy) all of our roles are technically temporary, though opening assignments can be and often are, extended by clients on a longer term basis and can sometimes become permanent. Please do try to resist contacting us with requests for progress updates. We really do read every CV sent to us. All applications will be acknowledged by a human, not a robot, provided the job remains live and provided your CV meets the “Essential Requirements” listed. Please note that we do our level best to take down ads as soon as roles have been filled. We are not in the business of harvesting CVs. Important: We will interpret your application as being permission to submit your CV to this role (with the right to represent you) unless you advise us to the contrary.
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Deadline: 16-07-2024

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