Project Administration Assistant

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture and priorities, visit our strategy site.

Within our Consult business we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project.

Our values shape the way we consult, and define the people we want to join us on our journey:

Safety First - Going Home Safe And Well

• You will be a leading advocate of Mace's value of Safety First, and be accountable for leading and maintaining exceptional safety, quality, cost, programme, sustainability and project compliance standards.
• You will possess advanced technical expertise in local Health and Safety rules and regulations relevant to project portfolio.
• You will champion a diverse and inclusive working environment and understand the importance of the wellbeing of the people you manage.
  
  

Client Focus - Deliver On Our Promise

• You will ensure the successful delivery of key assignments and defined business areas, providing strategic direction and monitoring delivery aligned with overall vision and objectives.
• You will be responsible for implementing appropriate programme delivery environments, including People, Organisation, Process, Information and Technology
• You will promote and influence quality and Service Excellence in all conversations and programme interactions.
  
  

Integrity - Always Do The Right Thing

• You will be responsible for project budgets and ensure operations are fiscally and ethically viable, and meet organisational and legislative compliance obligations.
• You will support the Operations Director and other senior stakeholders to directly influence long term development of strategy for a function or Business Unit (BU), creating a sustainable business future.
• You will commit to making a positive impact for our people, our clients, and our planet, and take ownership for holding others to account who do not uphold the Mace values.
  
  

Create Opportunity - For Our People To Excel

• You will lead your team effectively and develop others to reach their full potential.
• You will actively network, innovate, and seek understanding of best practice, utilising the full depth of knowledge of Mace Group, the Centres of Excellence, Mace Way Control Centre and Knowledge Hub.
• You will collaborate with multiple internal and external stakeholders, up to C-Suite, to implement and manage our programmes.
  
  

Project: A large defence programme.

Mace (in partnership with the client and other industry organisations) will establish and subsequently manage the programme management organisation overseeing the delivery of numerous complex and varied capital works projects.

Role Outline

The successful applicant will report to the People Lead and you will be responsible for managing the onboarding process for all new starters.

Due to the strict security requirements, candidates must be a UK National and will need to progress through security clearance. This role is hybrid, but you will be required to come to our Head office in London once a week.

Responsibilities

• Support the process of the onboarding of new starters on to the programme including the ordering of IT equipment and mobile phones.
• Engaging with all team members to ensure they have visibility of administration processes.
• Use appropriate trackers and provide project reporting when required.
• Create and maintain electronic filing systems.
• Ensure all staff complete and update their ‘Infomace’ staff home page.
• Archive all project documentation and retain complete records for hand over to client upon project completion.
• Support with any IT issues for programme staff and order of any new IT equipment/mobile phones as requested.
• Engage with other administration functions/office managers/PAs within the programme or wider businesses.
• Support the arrangement of programme related events in coordination with other teams.
• Support all aspects of accommodation, mobilisation and demobilisation.
• Coordinate site visits for both Client and programme staff.
• Document formatting and processing including Job Description’s, CV’s and other documents for Client submission and approval.
• Maintain Org charts, people directories and distribution lists.
• Organise pre-employment and yearly renewals for drug and alcohol and fitness assessments and maintain tracker.
• Sending of programme related calendar invites to new starters and removal upon leaving.
• Attending programme related meetings and taking minutes where required.
  
  

Technical Competencies

• Flexibility and ability to adapt to a changing work environment.
• Well-developed oral, written, presentation and group facilitation skills.
• Good interpersonal and supervisory skills with an ability to lead, coach, and manage others.
• Strong planning, organizational, and project management skills.
• Proficient with Microsoft Office applications: Outlook, Teams, Word, Excel, PowerPoint and SharePoint.
  
  

Behaviour Competencies

• Passion driven – Sense of belonging, aligned to vision and programme ideology.
• Act inclusively, treating all with respect and driving diverse thinking – Open minded and act inclusively.
• Delivering excellence – Outcome driven, identifying opportunities.
• Integrity – Complimentary and collaborative.
• Embed and embrace culture of health, safety and wellbeing with safety at the heart of everything we do.
• Safeguarding and protecting the planet – Adopting a sustainable approach, making the right decisions to protect our world.
• Project-life balance – Happiness.
• Challenging the status quo in pursuit of a better future – Best in class and ahead of the curve, open to change.
• Value led approach – Driven by future needs, bringing a better solution.
• Ever evolving – Sustainable economically / people perspective.
  
  

Qualifications & Experience

• Past experience working in a fast-moving project environment essential.
• Experience of Nuclear or another High Hazard industry desirable.
• Candidates will be expected to undertake and pass any relevant security clearance procedures per the needs of clients.
• Candidates will be expected to undertake a pre-employment drugs and alcohol and fitness assessment which is a client requirement and will be carried out on a yearly basis.