Business Projects Senior Administrator

OVERALL ROLE OBJECTIVE: The role of the Business Projects Senior Administrator is to aid the day to day running of the Project Management Office (PMO) through providing system administration for the project management application and performing project and non-project related administrative, reporting and support tasks. The role is key to ensuring the smooth running of project activities by the set up and management of the PMO application, processes and procedures, reporting and assisting with generation and maintenance of best practices.

JOB SPECIFIC RESPONSIBILITIES: The post holder will: 1. PMO System Administrator Perform the following PMO System Administrator activities to support the department and the business: a) Maintain and continually improve the use of the project management application. b) Manage system access and licensing for PMO and all other Clinical Services and Almac Group access as agreed c) Be the primary PMO contact for the system provider on the day to-day management of the system and collate, triage and manage all support requests for system maintenance and enhancements d) Provide technical configuration support to internal stakeholders, including training or communication material. e) Collect system requirements and enhancements to improve the use of the project management application. f) Be the SME for project management system application. g) Work with external providers and internal stakeholders to build, test and deploy project management solutions and enhancements. h) Identify opportunities for system and process improvements and integration points across separate systems to maximise efficiencies and minimise administrative loads. i) Develop and/or maintain system documentation, user guides, and other relevant material. j) Communicate planned changes to the system users, as required. k) Report on exceptions and user non-compliance of the system. 2. PMO Department Support Perform the following activities to support the department and the business: a) Prepare and format accurate project and department status information as required and as deemed appropriate by management. b) Schedule relevant department meetings and generate and distribute accurate minutes from department meetings and any other meetings as required. c) Assist with the upkeep of department key organisational documentation and folder maintenance, ensuring all project information and documentation is processed, maintained, monitored, and filed by performing regular reviews across programs and projects. d) Perform project audit and stage reviews. Any exceptions to be raised with BPPM responsible for the project workstream. e) Review and update of department information sharing areas, so they remain current f) Monitor completion of project timesheets across the department, follow up on any overdue and provide monthly department reports g) Provide weekly report to the department on quality compliance, highlighting coming due and overdue change controls, CAPA, Follow Up Actions and Risk Assessment actions. Prepare reporting for monthly Quality Tier 1,Tier 2 and Tier 3 Management Review meetings. h) Provide support for Delivery Board meetings and any other Executive level meetings as deemed appropriate. i) Perform general administrative processes as per department practices including but not limited to stationery stock levels, Interview pack preparation, new start onboarding preparation, documentation formatting, assisting with preparation for meetings and workshops and any associated follow up actions. j) Assist with data entry and/or data collection and tracking efforts as needed to support the department. k) Assist with collation of Key Performance Indicators and Metrics 3. Project Support Provide support to Business Projects Management team, Business Projects Managers s on projects by performing the following activities when required: a) Assist with meetings- booking suitable times in attendees’ calendars, rooms, hospitality, and any other tasks deemed appropriate. b) Assist with general project documentation and administrative tasks including but not limited to formatting, copying, collating information, meeting preparation as requested by BPM/ BPPM. c) Assist with data entry and/or data collection and tracking efforts as needed to support projects. 4. Takes on other supporting activities as dictated by the needs of the department and the business. QUALIFICATIONS

Five GCSEs (Grade C or above) to include Mathematics and English Language (or equivalent) EXPERIENCE

Experience of performing administrative and reporting tasks within a PMO Experience of performing system administrator role

Proficiency in Microsoft Office KEY SKILLS

Excellent communication skills (both verbal and written) Ability to work independently

Ability to lead, organize, plan and prioritise tasks within a high volume, varied workload whilst maintaining a high level of accuracy in all work undertaken