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Programme office administrator (9 months fixed term contract)

Job Profile

This is a rare chance to be involved with a huge UK defence project as part of a 10 year program of works. There will be many career development opportunities within the project as well as within Mott MacDonald.

**Please note - this role requires full UK citizenship and is exempt from the Equalities Act 2010. You preferably hold a MoD security clearance, although this can be applied for prior to commencing the role.

This role is to cover maternity leave for an initial period of 9 months.

We are an equal opportunity employer and value diversity at our company. We do not discriminate, and take positive steps to create an inclusive culture.

Job Description

Our engineering management services embrace every facet and phase of project delivery. We drive the whole process, taking care of everything from the brief, business case, planning delivery, analysing and advising on risk and associated issues, appointing the project teams, briefing them, issuing procedures and managing development of programmes.

Her Majesty’s naval base (HMNB) Clyde comprises of Faslane naval base, situated on the Gare Loch, and the RN armaments depot Coulport on Loch Long (25 miles from Glasgow). It is home to 3,000 service personnel, 800 of their families and 4,000 civilian workers.

A major refurbishment of the northern area is one example of a challenging project that requires several project managers (PMs) to develop the programme and plan the design packages of work.There is also work in assessing, designing and support the implementation of improvements and changes to training facilities, involving a wide range of engineering disciplines.

We have an opportunity for an experienced administrator to join our Programme Office team in Helensburgh on a fixed term basis. This role will be providing administrative support to this major infrastructure programme at HMNB Clyde.

  • Establishing control mechanisms to ensure reporting requirements are met
  • Producing reports: gathering information, checking data, formatting
  • Scheduling: establishing all relevant meeting/submission dates; designing and implementing suitable tracking systems for the team, to ensure awareness of deadlines; forward planning
  • Engaging with Stakeholders: handling enquiries, scheduling, supplying information
  • Coordinating and organising meetings: booking rooms, sending invitations, preparing papers, taking minutes, updating action grids, circulating minutes
  • Preparing/editing documents: compiling and updating spreadsheets, assisting with the production of presentations, reports and correspondence
  • Filing: maintaining electronic filing structures; ensuring security, integrity, and confidentiality of data
  • Analysing and monitoring internal processes; identifying improvement/efficiency opportunities

Candidate Specification

Essential academic, professional qualifications and experience, competencies, and skills:
  • Ideally Degree educated or have a strong general education including Higher level English (or equivalent)
  • Proven advanced administrative experience and the ability to manage multiple work-streams
  • Client facing/stakeholder management skills e.g. 3rd party clients/contractors/suppliers etc.
  • Strong IT skills are essential, particularly MS Office i.e. Outlook, Excel, Word, PowerPoint
  • Exceptional planning and organisation skills
  • Professional manner – verbal and written
  • Team working and collaboration
  • Attention to detail and high level of accuracy
  • Information gathering and monitoring returns
  • Ability to stay calm under pressure
  • Methodical and thorough approach to work
  • Good at juggling tasks and prioritising
  • A desire to show initiative
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