UCL Union

Project Office Co-ordinator

Touchstone Limited, Triton Square, London NW1 3DX

Date posted: 8 May 2008

Deadline: 8 Jun 2008

Contract: Part time

Working hours: 9am to 5.30pm from 12 May until 23 May in the first instance but is likely to be ongoing into June.

Hourly rate: £10.00

Job Purpose
The Project Office is responsible for providing office based support to consultants, project managers and projects and to ensure that resources within the Services Team are utilised as effectively as possible.

Responsibility Summary
* Prepare monthly forecasts
* Maintain monthly analysis of staff and contractor utilisation
* Prepare and handle project work orders.
* Liaise with clients over suitable dates and work scope
* Confirm dates with clients
* Communicate with internal and external consultants re bookings
* Handle booking requests for consultancy services
* Schedule and maintain consultants' diaries
* With practice managers, review consultants' unscheduled time/provisional bookings with a view to maximising consultants' utilisation
* Attend client meetings in a project management capacity
* Prepare project management information
* Ensure that projects on Time@work are maintained so that a project cost review report can be extracted at any point during the project
* Project document filing (manual and electronic)
* Administer company's time recording system
* Check and chase for missing timesheets from staff an contractors on weekly basis
* Organise travel and accommodation for consultants/project managers
* Holiday / sickness cover for other administrators
* Administration duties for practice managers e.g. absence recording.
Knowledge, Skills, Behaviours and Experience

Previous Experience: Experience of working in an IT services company is preferable, or experience in a customer services environment.
Specific Job Skills: Excellent telephone manner
Articulate with good communication skills (interpersonal, listening, influencing and persuasiveness), capable of dealing with staff at all levels
Must be a competent writer of emails, letters etc
Ability to work under pressure and on a variety of tasks at any one time
Willingness to work in a team and share knowledge
Excellent administration skills
Strong customer focus
Ability to work on your own initiative and to anticipate and resolve problems.
Ability to work to deadlines
Computer Skills: Strong IT skills, in particular, Microsoft Office, specifically Word and Excel, and experience of databases.
Numeracy: Good numerical skills

How to apply

Please apply by emailing to debbie.robinson@touchstone.co.uk with a CV and covering email.