The Project Support/Administrator will provide essential support to Business Analysts (BAs), Project Managers (PMs) as well as general IT and Change staff working across a range of projects and tasks. This role will assist with junior-level Business Analysis (BA) work, PMO (Project Management Office) administration, and general team administrative duties. The role will ensure the smooth execution of project activities and support the wider team in managing processes such as change management and task tracking.

This role is key in supporting the business change process and central project tracking within Ruby and associated businesses. The primary focus of this role is to provide day-to-day administrative support across various projects and change activities, ensuring the smooth progression of project tasks and facilitating effective communication within project teams.

The role will also support the PMO in producing reports, managing status updates, and preparing board papers. This is a hands-on position, which will involve liaising with staff to ensure that project actions are completed, and all administrative aspects of project management are up to date.

Main Responsibilities (but not limited to):

Project Support:

• Support Project Managers: Assist with maintaining project plans, tracking deliverables, and ensuring timely updates on progress.
• Logistical Support for Meetings: Prepare agendas, take minutes, and distribute post-meeting summaries, including follow-up on action items.
• Task Support: Assist staff with their project-related tasks, reports, and planning activities as needed.
• Business Analyst Assistance: Provide support in gathering and documenting requirements, organising workshops, and conducting basic data analysis.
• Risk & Issue Management: Help maintain risk and issue logs, chasing outstanding actions to ensure timely resolution.

PMO Administration:

• Documentation Management: Maintain accurate and up-to-date project documentation, including status reports, change requests, and risk logs, under the guidance of Project Managers.
• Financial Tracking: Assist in tracking project financials, ensuring that time, cost, and resource allocation are accurately captured and reported.
• Resource Scheduling: Support the scheduling of project resources, updating relevant systems to ensure project timelines are adhered to.
• System Administration: Administer project tools and systems, ensuring data integrity and producing accurate reports.

Business Processes & General Team Administration:

• Point of Contact for Change Management: Act as a key contact for team members with questions regarding the change management process and ensure compliance with internal procedures.
• Action Tracking: Oversee the tracking of tasks and actions, ensuring they are logged, assigned, and completed within required timeframes.
• General Administrative Support: Provide general administrative assistance to the team, including diary management, meeting coordination, and travel arrangements as required.
• Event and Workshop Planning: Assist with the planning and execution of team events, training sessions, and workshops.
• Board Paper and Project Meeting Preparation and Support in Preparing Papers: Assist with compiling, formatting, and finalising board papers and other governance forums to ensure they are delivered to a high standard and within deadlines.

Experience Required:

• Previous experience in project administration or a similar role supporting multiple projects is preferred.
• Experience with project management methodologies (e.g., Agile, Waterfall) is advantageous.
• Must be able to work with Microsoft Office suite of Software e.g. Word, Excel, PowerPoint
• Must be proficient and able to support other in the use of Teams, Outlook and File and folder management
• Familiarity with PMO tools (Jira, MS Project, Monday.com) and IT CRM systems is advantageous.

Competencies:

• Strong organisational skills: Ability to manage multiple tasks and prioritise effectively.
• Attention to detail: Ensure accuracy and completeness in tracking tasks, actions, and project documentation.
• Proactive communication: Confident in chasing outstanding actions and liaising with team members to ensure progress.
• Teamwork: Capable of working collaboratively across different teams and departments.
• Technical proficiency: Competent in using project management tools and systems, with strong MS Office skills, particularly Excel, Word, and PowerPoint.
• Time management: Ability to manage deadlines and provide timely updates to relevant stakeholders.
• Basic data analysis skills: Comfortable assisting in gathering and analysing data as required.

What you need to do now …

Be part of our bright future and talk to Ruby today!

Job Types: Full-time, Permanent, Fixed term contract

Benefits:

• Additional leave
• Canteen
• Company events
• Company pension
• Employee discount
• Free parking
• Referral programme

Schedule:

• Monday to Friday
• No weekends

Work Location: In person