Project Administrator

About the Role

Project Administrator

My client has been at the forefront of empowering leaders from charities, social enterprises and community organisations. Based in Belfast, they are currently seeking a Project Administrator to join their team.

This is a Part-Time, Permanent Position.

Working Hours: 26 hours per week (negotiable).

With a salary pro-rata from full-time rate of £26,200 per annum.

Job Purpose:

You will be responsible for supporting the day-to-day operations, ensuring smooth execution of activities, engagement with members and stakeholders, and maintenance of effective communication channels. This role involves coordinating with the wider Team, managing logistics, and supporting higher management.

Essential Criteria:

• Previous experience within a similar role
• IT proficient with the use of Microsoft Office Suite to include Outlook, Teams, Word, Excel and PowerPoint
• Knowledge of SharePoint
• Excellent communication skills, with the ability to communicate with stakeholders at all levels and deliver customer care, information and support to members and stakeholders
• Ability to manage and prioritise a busy workload while adhering to deadlines
• Ability to work under pressure
• Ability to work on your own initiative as well as part of a team

Main Duties and Responsibilities:

• Serve as the primary point of contact for members, speakers, and stakeholders
• Provide administration support to the Head including drafting and proofreading documents, and general administration
• Diary management and organising travel
• Monitor and update income and expenditure across the business and programme budgets, providing accurate and up to date returns
• Prepare budget reports, liaise with financial support services, and process invoices and project funding payments in a timely manner
• Design and create Presentations for the Head, for events and trainings in PowerPoint of Canva
• Design and distribute member communication
• Plan website content and update as required
• Create social media content and schedule posting week by week
• Monitor LinkedIn channel working to grow reach 
• Provide cover for updating the website as required
• Develop and maintain a membership database ensuring accurate records of members are kept and meet GDPR requirements
• Provide a point of contact for members giving guidance and signposting as required
• Co-ordinate routine engagement with members including timely renewal of membership as required
• Ensure dissemination of materials and information to participants in a timely manner
• Ensure all events and activities are evaluated and support external evaluation professionals providing information and access as required
• Welcome members to events in a friendly and professional manner
• Responsible for event management for events and activities including organising travel, catering, room bookings and logistics, and liaison with speaker and contributors for events 
• Organise the preparation, collation and distribution of Event Mailings, Delegate Information, Delegate Packs, Name Badges and Speaker Presentations as appropriate 
• Responsible for the issuing of timely joining instructions for events to members 
• Responsible for providing administration support on the evaluation of networking events and training
• Manage all administration in SharePoint following organisational procedures
• Ensure that all record keeping is up-to-date and meets with GDPR 
• Monitor income and expenditure updating budgets and programme budgets and returns