Main purpose of job

To support the achievement of the LIIA vision, priorities and targets through high quality coordination and administration of meetings and resources. This will be in relation to supporting the development and roll out of the Your Choice (YC) programme and the associated evaluation as well as general support across the LIIA portfolio delivering ALDCS priorities. LIIA has a varied and exciting programme of work, delivering research, joint projects and policy advocacy to support children’s services within the boroughs. The Project Administrator will support this work and build professional expertise in public policy and children’s services.

Key activities

• Support Your Choice development and roll out through coordination and administration support across a range of project and stakeholder engagements. This will include the creation of mixed media content for online dissemination and on social media as well as preparing and editing documents and other media resources to support programme development pan-London across YC and the LIIA portfolio.

• Support Your Choice and wider LIIA administration, book appointments and ensure the effective maintenance of up-to-date mailing lists.  

• Support the administration of LIIA Pan-London Your Choice programme and the wider LIIA portfolio, working with programme leads, other stakeholders such as, local authority partners, funders and evaluators.

• Support the compiling of progress reports to inform progress reviews by the YC Practice and Project Lead. This will include the, interpretation and dissemination of basic statistical information, as directed.

• Coordinate and administrate Your Choice team internal and external meetings and workshops, alongside support of other LIIA portfolio areas as required.

Key Responsibilities

Meeting management

1.    Engage with project stakeholders to co-ordinate meetings and events including regular network meetings, dealing with sending out meeting invites, co-ordinating diaries and providing relevant information in advance of meetings.

2.    Minute/note take in meetings.

Communications

3.    Send out communications in relation to the project, including on behalf of Your Choice Project Lead and Practice Lead

Maintenance of Project communication resources

4.    Take lead responsibility for the Your Choice Airtable to ensure its use as an effective project management tool within the team and, where appropriate for key partners. This will require keeping contacts databases up to date and use of the calendar, kanban and other tools.

5.    Liaise with Your Choice data lead to ensure data contacts are kept up to date and other administrative tasks are appropriately supported.

Enquiry management

6.    Monitor and manage the Your Choice central inbox

7.    Respond to enquiries from project stakeholders and escalate where appropriate.

Manage online presence and social media

8.    Create content to maintain up to date information on the public and private facing website pages for both Your Choice and the wider LIIA portfolio areas as required, including and upload videos to the YouTube channel and contributing to social media content.

9.    Supporting the development of case studies from the Your Choice programme and the wider LIIA portfolio areas.

Website access

9.    Processing project members and stakeholders area access logins.

10.  Troubleshooting logins or other website/social media related issues.

Maintain up-to-date project resources

11.  Creating, editing and formatting documents as directed by the Practice Lead and Project Lead

12.  Collating and maintaining documents in shared folders (internal)

13.  Collating and maintaining documents/ video recordings of training session on the website

Monitoring

14.  Create and disseminate monthly monitoringrequest via agreed mechanisms, ensuring deadlines are met.

15.  Occasional high-level analysis of data collected from monthly monitoring.

Non-Your Choice

16.  Providing administrative support to wider LIIA team and ALDCS priority areas where needed.

17.  Report on project progress to feed into wider LIIA programme reporting and communications when required.

General Duties

• Contribute to the development of the programme and directorate, its work processes, personal and team development and other organisational practices.

• Build and maintain effective working relationships with colleagues, customers and partner organisations and to lead on or contribute to joint project working with them.

• Contribute to, support and comply with London Councils’ equality and quality standards, and implement those standards within the areas of responsibility of the post.

• To support the division and corporate board in contributing knowledge and expertise in the development of corporate initiatives and policies and to adhere to London Councils’ corporate policies, procedures, regulations and protocols.

• To take care at all times to uphold health and safety at work for self and others. To observe London Councils Health and Safety policy and related procedures at all times.

• Carry out any other duties appropriate to the post.

Note

This job description may be subject to review in the light of changing circumstances. It is not intended to be rigid or inflexible but should be regarded as providing guidelines within which the post holder works.  Other duties appropriate to the band may be assigned from time to time including supporting the wider LIIA team.

PERSON SPECIFICATION

Post:                             LIIA Project Administrator

Listed below are the requirements needed to undertake this job. These will form a key part
of the selection process.

Knowledge

• A basic understanding of the children’s services work of local government (desirable).

Experience

• Proven administration support experience

• Written communication skills, with experience in taking accurate notes of meetings, writing concise summaries for distribution and developing written content for different audiences, including website, newsletter and social media.

Skills and Abilities

1.      Excellent organisational skills, to be able to manage their own workload and prioritise between conflicting demands to contribute to an efficient environment.

2.      Excellent communication skills needed to communicate with stakeholders via email and verbally to contribute to positive working relationships with project team and trust in the project.

3.      Ability to monitor, process and produce numerical information to present monitoring data.

4.      Good working knowledge of Windows-based software applications, including Microsoft Outlook, Word, Excel, Teams Forms and Powerpoint.

5.      Willingness, curiosity and ability to learn and adapt to  technologies (e.g. Airtable, Wordpress, SurveyMonkey, youtube, twitter, canva) proactively for both internal and external communications and project management

6.      Ability to build and form working relationships and work flexibly, across professional and operational boundaries.

7.      Ability to work independently and show initiative.

8.      Ability to maintain confidentiality in dealing with a variety of sensitive issues.

9.      Good understanding of and a commitment to equal opportunities and disproportionality issues, and in particular their impact on London’s children and young people.

Personal Characteristics

1.    An enthusiastic team player, comfortable with working within a team and with a commitment to working in partnership with colleagues within the LIIA and within London Councils as a whole.

2.    Excellent attention to detail and commitment to producing high quality work.

3.    Highly motivated, enthusiastic with a “can do” mind-set.

Employees have a duty to behave in a way that reflects well on London Councils, working at all times within the law and according to London Councils policies, procedures and regulations, including the Data Protection Act 2018.

A flexi-time system is worked. Evening and out-of-hours working may be required on occasions and a willingness to travel within England..