The post holder will be responsible for the efficient administration of the relevant projects within the Region. Duties will center on project administration, preparation of reports, attending and producing of meeting minutes, arranging of meetings and general communications.
Information
Location
Peterborough
Reporting To
General Manager
Key Responsibilities
Preparation of Reports
1. Collate reports for the Project Companies on behalf of the General Managers.
2. Assist in the collation or issue of Reports on behalf of the General Manager.
3. Receiving and issuing of correspondence on behalf of the Project Company.
4. Reviewing new supplier forms for onboarding process including CIS and tax UTR.
5. Communicating with finance colleagues as required.
Management of Databases
1. Maintain an up-to-date register of all Project related Complaints/Compliments, send the information to the relevant Service Provider and chase responses to complaints, following the timescales agreed with the client.
2. Maintain an up-to-date register of all Variations including enquiries received and responses submitted, send the information to the relevant Service Provider and chase responses as required.
3. Maintain schedules for insurance incidents, claims, variations and other project processes.
Internal Team Meetings
1. Organise internal team meetings and ensure required attendees have responded with their availability.
2. Collate, produce and issue papers for meetings under the direction of the General Manager.
3. Book rooms, refreshments and manage other administrative arrangements.
Electronic Filing
1. Manage the Sharepoint filing systems in accordance with Vercity policy.
2. Maintain electronic records in connection with all the project companies.
3. Assist with preparation for internal audits.
Other Duties
1. Deal with ad hoc enquiries for information.
2. Undertake other duties as requested by the General Manager, Directors and site team of Vercity.
3. Work collaboratively with other companies in the Project and provide support where appropriate.
4. Assist with the induction process of any new staff members joining the team.
5. Arrange meetings and co-ordinate diaries for meetings as required by the General Managers.
This job description is intended to reflect, in outline, the responsibilities of the post-holder which may change over time with the Corporate and local business needs of Vercity and the particular PFI contract. It will therefore, be subject to periodic review.
Vercity believes that diversity is paramount to driving creativity, innovation and value for our clients and for our people. All applications will receive consideration for employment without regard to ethnicity, religion, gender, gender identity or expression, sexual orientation, nationality, disability, age, or social background.
Person Specification
EXPERIENCE and COMPETENCIES
1. Setting up and managing filing systems
2. Ordering office supplies
3. The health sectors
4. PFI Sector
5. FM sector
SKILLS
1. Arranging meetings including booking venues and hospitality
2. Editing and creating reports and presentations
3. Planning, organisational and general administrative skills
4. Solid IT literacy (MS Office including Outlook, Word, Excel, PowerPoint)
5. Communication skills, both verbal and written
6. Ability to work with minimum supervision
7. Ability to work methodically and to deadlines
8. Good interpersonal skills
PERSONAL ATTRIBUTES
1. Professional in approach
2. Self-motivated
3. Relates easily to staff at all levels
4. Promotes effective team working
QUALIFICATIONS AND KNOWLEDGE
1. A minimum of five GCSEs, or “O” Levels or their equivalent or evidence of continuing professional development
2. NVQ level 3 in Business Administration
3. First Aid Training
Please send us your name, contact details, CV and cover letter here.
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