Futures Project Administrator (Temporary)

MAIN DUTIES AND RESPONSIBILITIES

Administration

• Supporting the Futures Project Manager in the development of a project plan with key tasks and milestones associated with the Project.
• Ensuring compliance with Letter of Offer requirements relating to the implementation of the Futures Project.
• On-going liaison with the Futures Project Manager and partner organisations in project implementation.
• Liaison with the Funder re Project Progression and reporting and the co-ordination of progress review meetings and project related reports.
• Support the work of the Project Board and related advisory groups.
• Collate/record all timesheets/activities for staff involved in the projects.
• Maintain key records for expenditure against budget headings for the Futures project.
• Supporting the preparation of project related claims to the Funder for delivery with necessary supporting documentation
• Supporting invoice preparation for the project
• Developing and maintaining a robust filing system ( electronic and hard copy) and records management policy in line with regulatory requirements and conditions of Letter of Offer
• Assist in the effective implementation of public procurement exercises (development of specifications and call documents etc) related to implementation of the Futures project in compliance with the regulatory framework for procurement, as per EU and UK Public Procurement rules and funding conditions.
• Liaising and co-ordination of activities with Lead Partner Corporate Finance staff in major procurement exercises as required.
• Supporting procurement requirements for the Project including sourcing quotations/tenders for any out-sourced work within the project
• Ensure that all appropriate information required by the funder relating to the administration and implementation of the project is collected and retained in a suitable format for ERDF audit purposes.
• Maintain a record of all invoices/journals/participant costs relating to the project.
• Provide information as required for internal/external auditors.
• Prepare apportionment of staff costs and other relevant records for the project.
• Event organisation/co-ordination of activities for the Project
• Delivery of training and guidance materials to ensure that relevant EU funding procedures are known and followed by project team and partners, keeping up to date with any alterations of requirements made by the funder and disseminating this information internally.
• On-going admin support on the project
• Content creation for print and social and on-going social media management relating to implementation of the Futures Project. 
• Organising project related room bookings, catering when required.
• To organise training activities for Youth Facilitators
• To perform daily administrative duties as required.
• To interact with all key project partners, establishing an effective internal and external network of contacts.
• Carry out any other duties as directed by the Project Manager
• Develop strong working relationships with the Futures Project team members and partners to ensure that the unit objectives are met.    
• Ensure that all work and output is of the highest quality following all standards as set by the Futures Project Manager
• Remain up to date and informed of the College, its strategic directions, its commercial objectives and opportunities

Procurement & Finance

• To assist with raising invoices and maintaining accurate financial records on commercial and events income and expenditure insofar as they relate to the implementation of the Futures Project.
• Monitor the unit budget, report variances in line with the profile of the Futures Project
• To ensure that all procurement processes relating to the Futures project are adhered to including quotes, purchase orders and invoices are properly completed, authorised and passed to the Finance Department.

General

• Ensure the effective application of Health & Safety procedures for the Department in the implementation of the Futures Project.
• Contribute to the achievement of the College’s mission, values and strategic directions through the successful implementation of the Futures Project.
• Represent the College at appropriate meetings and events as required in the implementation of the Futures Project.
• Act, if directed, as a Fire Marshall or Fire Warden as required
• Carry out, if directed, the role of First Aider (subject to College policy and procedures).
• To promote, implement and ensure compliance in the implementation of the Futures Project with all statutory obligations and College policies and procedures in particular the College’s Equality Scheme and Equal Opportunities Policy and actively promote quality and good relations in all aspects of college business.  
• To implement and embed the College’s equality and diversity policies and response to its equality and diversity duties as they relate to all stakeholders
• To act as Fire warden/Marshall as directed also please.

Further Education is an ever changing service and all staff are expected to participate constructively in College activities and to adopt a flexible approach to their work. 

Note:    No job description can cover every issue that may arise within this post at various times and the post holder is expected to carry out other duties which are broadly consistent with those contained in this document.  The job description will be reviewed and varied periodically by Management in the light of the business needs of the College