Project Support Officer

The role of Project Support Officer sits within the Corporate Services function and reports to the Programme Management Office Manager. The role is based in the Newcastle office.

The Project Support Officer provides support across the Corporate Services function and wider business portfolios as required, to ensure the efficient and effective operation of the organisation. This is a supportive role, working as part of a busy team that adopts a “one team” approach to its work.

Main Duties and Responsibilities

Supporting teams within the Corporate Services functional area, including:

• Coordinating internal monthly Portfolio Board assurance meetings, including collating and distributing reporting packs.
• Arranging travel and accommodation for staff, maintaining the travel booking standard operating procedure, and regularly reviewing and updating the process as required.
• Supporting events and activities held in the Citygate Suite B event space.
• Managing external queries received through the enquiries telephone line and shared email inbox, directing enquiries to the appropriate team members.
• Supporting external visitors who are using on-site facilities and assisting them as needed during their visit.

Providing project support for portfolio teams as required, including:

• Collecting data and producing reports for Programme Managers and Project Managers.
• Maintaining the Customer Relationship Management system and Programme Management Office systems by ensuring project records are kept up to date.
• Coordinating project-related events, webinars, and communities of practice.
• Providing support to senior leads with contract administration, including liaising with the Legal team and third-party suppliers and customers.
• Coordinating monthly meetings, including preparing agendas, collating papers, recording meeting minutes, and maintaining action logs.

General Responsibilities

• Acting as an active member of the team.
• Promoting organisational values.
• Ensuring effective communication within and between teams, participating in meetings as required.
• Engaging in regular performance reviews against agreed objectives, taking responsibility for identifying personal development needs, and committing to a continuous learning and development plan.
• Working collaboratively and flexibly on a daily basis with other project support officers within the Programme Management Office to provide cover when required.