Project Administrator

Purpose of the role 

To provide administrative support to a project team leading a university-wide transformational initiative. This will involve working across the university with a range of stakeholders, juggling a range of tasks, and supporting colleagues to deliver to schedule. 

The programme is fundamental to the delivery of the UAL Ten Year Strategy, specifically supporting Guiding Policies One and Two; which are to:  

• • Give our students the education they need to flourish in a changing world  
  • Bring a high-quality creative education to more students than ever before. 

Main Responsibilities: 

• • Diary support and coordination: scheduling meetings within the team, across the university and externally, ensuring rooms are booked and catering is arranged, as necessary. 

  • • Supporting meetings via the preparation of agendas, and the collation, and distribution of papers to memberships in a timely manner. 

  • • Note-taking; recording and collating the outputs from meetings in a timely manner, including tracking follow up actions. 

  • • Maintaining and updating records and documentation appropriate to the project as required; this may take the form of formal project documentation, committee papers or a progress log. 

  • • Mailbox management: managing the project’s mailbox; tracking enquiries, triaging, responding and sharing the log with the relevant team members i.e. Comms Consultant. 

  • • Supporting the organization of team or stakeholder events, as necessary. 

  • • Maintaining the team SharePoint site. 

  • • To follow directions from the Project Support Coordinator, as and when provided. 

  • To perform ad hoc administrative tasks as required. 

 
General: 

• • To perform such duties consistent with your role as may from time to time be assigned to you anywhere within the University. 

  • • To undertake health and safety duties and responsibilities appropriate to the role. 

  • • To work in accordance with the University’s Equal Opportunities Policy and the Staff Charter, promoting equality and diversity in your work. 

  • • To personally contribute towards reducing the university’s impact on the environment and support actions associated with the Sustainability Manifesto (2016 – 2022). 

  • • To undertake continuous personal and professional development, and to support it for any staff you manage through effective use of the University’s Planning, Review and Appraisal scheme and staff development opportunities 

  • • Work flexibly and provide cover for colleagues to meet variations, peaks and troughs in workloads. This may require working temporarily at another site during these times 

  • • To conduct all financial matters associated with the role in accordance with the University’s policies and procedures, as laid down in the Financial Regulations. 

  • To work with sensitive and confidential information ensuring that the university meets its obligations under General Data Protection and Freedom of Information Acts, working to the highest standards. 

Key Working Relationships: 

• Programme Director 

• Associate Director 

• Project Managers  

• Senior Change Comms Manager 

• Project Support Coordinator, Project Support Administrator 

• Other staff (in particular, Executive Assistants and other administrative staff across UAL), external partners, suppliers etc. with whom regular contact is required.