Project Support Officer

Job Introduction

Project Support Officer

Provide comprehensive project and administrative support to key staff to ensure excellent service delivery to customers and the smooth operation of services related to damp, mould, and condensation (DMC) projects.

Key Responsibilities

• Manage departmental emails and calendars, processing, recording, and responding to emails as necessary.
• Collect technical data and performance indicators from staff, contractors, other departments, stakeholders, consultants, and residents. Provide contract administration support to ensure records are accurate and up to date.
• Utilize Microsoft Office programs to prepare and send letters to residents concerning work on their homes or estate-wide improvements.
• Collate and submit invoices and payment certificates to accounts while addressing any queries related to capital projects.
• Respond to calls concerning more complex DMC cases (two-stage triage), effectively diagnose issues with customers, and raise work orders as necessary. Collaborate with the corporate customer services contact centre via email and phone to ensure a smooth process for customers.
• Gather information and create supporting documents for reports aimed at securing future budget approvals for DMC-related work projects.
• Investigate and respond to complaints, analyse data, and implement appropriate solutions.
• Ensure timely response and resolution of member inquiries, Freedom of Information requests, and other correspondence.
• Perform various general office administrative tasks for officers, including maintaining and managing diaries, preparing agendas, arranging meetings, and taking minutes as directed; collate relevant documentation, ensuring timely production and distribution, and following up on actions as required.
• Update and manage computer databases and spreadsheets, generate reports, and assist in compiling information such as annual statutory returns and DMC team performance metrics.
• Assist with asset data matters for Repairs and Improvements, providing excellent, customer-focused service to residents.
• Update stock condition survey data and ensure the asset management system accurately reflects current information. If applicable, book and record survey results, add properties to future programs, and update the housing management database.
• Manage and generate contract numbers for new projects, request asbestos surveys for project managers, raise Works Orders and Purchase Orders for proposed work in accordance with Contract Standing Orders, and provide necessary support to manage council services and track expenditure.

About You

• Experience in liaising with contractors and external stakeholders.
• Proficient in performing a wide range of general office administrative tasks to support team officers, including managing diaries, arranging meetings, and taking minutes as directed.
• Proven ability to investigate and respond to complaints, analyse data, and provide satisfactory solutions.
• Comprehensive knowledge of project management and the administrative support necessary for delivering excellent service to customers and stakeholders.
• Experienced in managing section email boxes and calendars and processing emails as required.
• Skilled in generating reports on outstanding works and monitoring contractor expenditures.
• Strong verbal and written communication skills, with the ability to interact effectively with a variety of individuals, including customers, staff, and other agencies.
• Understanding of and commitment to the Council’s equal opportunities policies, with the ability to implement these principles in the context of this role.
• Commitment to achieving the Council’s staff values and the ability to apply these values in practice.

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.