Project Support Officer - Planned Works

Job Introduction

Project Support Officer

SO1- £38,256 to £39,276 (12 months Secondment/fixed term)

The Planned Works Team within the Repairs and Investment section of the Royal Borough of Greenwich is seeking to recruit a Planned Works Project Officer to provide essential back-office, administrative and project support to the delivery of planned maintenance, major works and capital investment programmes across the borough.

The post holder will support the Planned Works Team to ensure that projects are effectively coordinated, records are accurately maintained, performance information is monitored and administrative processes are completed efficiently, contributing to the successful delivery of planned works and an excellent service to residents, leaseholders, contractors and other stakeholders.

The successful candidate will be expected to demonstrate the following skills, knowledge and experience:

• Provide comprehensive administrative and back-office support to the Planned Works Team, assisting with the coordination and day-to-day administration of planned maintenance and capital investment projects.
• Maintain and monitor team email inboxes, calendars and diaries, ensuring enquiries are directed appropriately and correspondence is responded to or actioned in a timely manner.
• Support project officers and managers with the collection, collation and maintenance of project information, technical data, performance indicators and programme updates received from staff, contractors and other stakeholders.
• Assist with the preparation of project reports, spreadsheets, financial information and budget monitoring returns, including information required for reports to Cabinet relating to capital investment programmes valued between £30 million and £60 million.
• Provide administrative support for contract management processes, including maintaining project records, updating contract documentation and monitoring the progress of planned works.
• Assist with investigating and responding to complaints and enquiries relating to planned works, gathering relevant information, reviewing records and liaising with colleagues and contractors to support timely and satisfactory resolutions.
• Undertake a wide range of general office administration duties, including arranging meetings, preparing agendas, taking minutes, maintaining records and tracking actions to support the effective operation of the team.
• Access and interrogate Housing Management and Asset Management systems to retrieve, update and verify information required for project administration, contract documentation and Section 20 leaseholder consultation processes in liaison with the Home Ownership Team.
• Liaise with contractors, suppliers and the Council’s Central Debtors team to support the setting up and maintenance of accounts and ensure relevant administrative and financial information is recorded accurately.
• Generate, maintain and update Crystal Reports and other reporting tools to identify outstanding works, monitor contractor expenditure and support the tracking of project progress and performance.
• Use Microsoft Office applications, including Word, Excel and Outlook, to prepare correspondence, spreadsheets, reports and letters to residents regarding planned works to their homes and estate-wide improvement programmes.
• Collate, check and submit invoices, payment certificates and supporting documentation to the relevant finance teams, assisting with the resolution of payment queries and maintaining accurate financial records relating to capital projects.
• Maintain organised and up-to-date electronic and paper records, ensuring project documentation, correspondence and financial information can be accessed efficiently when required.
• Communicate effectively, both verbally and in writing, with residents, leaseholders, contractors, colleagues, managers and external agencies, providing accurate information and a professional standard of customer service.
• Demonstrate an understanding of and commitment to the Council’s equal opportunities policies, ensuring that these principles are reflected in all aspects of the role.
• Demonstrate an understanding of and commitment to the Council’s staff values, applying these consistently when supporting colleagues, working with stakeholders and delivering services to residents.

For an informal discussion please contact ade.onileyan@royalgreenwich.gov.uk 

Diversity Statement: Royal Borough of Greenwich values the diversity of its community and aims to have a workforce that reflects this. We therefore encourage applications from all sections of the community.

Advert Close: All vacancies close at midnight unless otherwise stated. 

Early Advert Close: Royal Borough of Greenwich reserves the right to close any job advert earlier than the advertised closing date where there is reason to do so (for example high volume of applications).

How Applications are Scored: Each application is scored according to how well the supporting statements addresses each point on the Person Specification for the role. Candidates will be short-listed for interview on the extent to which they meet the specific points within the Person Specification. The Person Specification is supplied with the job advert. When completing your application, please use the supporting statements section to tell us how you meet each of the points on the Person Specification. We need to have this information in order to consider your application.

Salary: Salaries advertised are for a standard working week of 35 hours unless otherwise stated. Please use this 'Salary Calculator to help you calculate a pro rata salary.

Our Staff Values: Our Staff Values are important to us. Candidates will be continuously assessed against our staff values throughout the recruitment process. Where candidates demonstrate views and behaviours that do not meet the standards of our staff values, we reserve the right to reject their application/ registration.

Diversity Statement: Royal Borough of Greenwich values the diversity of its community and aims to have a workforce that reflects this. We therefore encourage applications from all sections of the community.

Advert Close: All vacancies close at midnight unless otherwise stated. 

Early Advert Close: Royal Borough of Greenwich reserves the right to close any job advert earlier than the advertised closing date where there is reason to do so (for example high volume of applications).

How Applications are Scored: Each application is scored according to how well the supporting statements addresses each point on the Person Specification for the role. Candidates will be short-listed for interview on the extent to which they meet the specific points within the Person Specification. The Person Specification is supplied with the job advert. When completing your application, please use the supporting statements section to tell us how you meet each of the points on the Person Specification. We need to have this information in order to consider your application.

Salary: Salaries advertised are for a standard working week of 35 hours unless otherwise stated. Please use this 'Salary Calculator to help you calculate a pro rata salary.

Our Staff Values: Our Staff Values are important to us. Candidates will be continuously assessed against our staff values throughout the recruitment process. Where candidates demonstrate views and behaviours that do not meet the standards of our staff values, we reserve the right to reject their application/ registration.