(LIIA) Project Administrator

Package Description

Band:                            A

                                          Responsible to:             LIIA/Karla Goodman

Key contacts:                LIIA Staff; the Association of London Directors of Children’s Services (ALDCS); LIIA Board members; London Councils staff; Committees and Forums of London Councils; Greater London Authority (GLA); consultants and other stakeholders working with LIIA.

Location:                       59½ Southwark Street, SE1 0AL (NB: remote working will be required by the post-holder)

Contract:                       Permanent

Please note that this role closes at midnight on the 14th of August. The last opportunity candidates will be able to submit their applications is 23:59pm on 13th of August. 

Any queries please contact rula.tripolitaki@londoncouncils.gov.uk. 

Job Introduction

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 Programme Administrator position is an important member of our team and will support our work and build professional expertise in public policy and children’s services. This role will sit central to supporting 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 of a wide range of projects and programmes across the Adolescent Safeguarding priority as well as general support across the LIIA portfolio delivering ALDCS priorities.

Adolescent Safeguarding

The Adolescent Safeguarding workstream is overseen by the London Adolescent Safeguarding Oversight Board (LASOB) which draws together a wide range of partners who contribute to building safety for young people in London.

The LASOB has been created to provide dedicated co-ordination and oversight of pan-London work to safeguard young people. The board reports to the London Safeguarding Children’s Partnership (LSCP) Executive and the chair of the oversight board is identified on an annual basis by the LSCP executive.

Main Responsibilities

Key activitie:s

1. Support the Adolescent Safeguarding priority, supporting a wide range of programmes including the Your Choice programme. Directly support the development, coordination and administration of projects and programme and support a variety of stakeholder engagements.
2. This will include the creation of reports, 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 Adolescent Safeguarding and the LIIA portfolio.
3. Support the administration of LIIA Pan-London Your Choice programme, wider Adolescent Safeguarding programmes and where necessary the wider LIIA portfolio, working with programme leads and a wide range of stakeholders such as, local authority partners, funders and evaluators.
4. Support the Adolescent Safeguarding priority and the wider LIIA administration needs, involving scheduling team meetings, booking stakeholder meetings, events and workshops, and ensuring the effective maintenance of up-to-date mailing lists. 
5. Support the compiling of progress reports to inform progress reviews by the Adolescent Safeguarding Programme Lead or other member of the team as relevant to the specific area of work. This will include the, interpretation and dissemination of basic statistical information, as directed.
6. Coordinate and administrate internal internal and external meetings and workshops directly related to the Adolescent Safeguarding programme or as requested on other LIIA priority areas.
7. Provide administrative support to wider LIIA team and ALDCS priority areas where needed.
8. Report on project progress to feed into wider LIIA programme reporting and communications when 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.
3. Send out communications in relation to the project, including on behalf of the Adolescent Safeguarding Programme Lead.

Maintenance of Project communication resources

1. Take lead responsibility for the Your Choice CRM system 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.
2. Liaise with the data and intelligence lead to ensure data contacts are kept up to date for specific programme such as Your Choice, and other administrative tasks are appropriately supported.

Enquiry management

1. Monitor and manage the Your Choice central inbox to response to queries.
2. Respond to enquiries from project stakeholders across the Adolescent Safeguarding priority and escalate where appropriate.

Manage online presence and social media

1. Create content to maintain up to date information on the public and private facing website pages for both Your Choice, the Adolescent Safeguarding priority and the wider LIIA portfolio areas as required, including uploading videos to the LIIA YouTube channel and contributing to social media content.
2. Supporting the development of case studies from the Your Choice programme, Adolescent Safeguarding projects and where necessary the wider LIIA portfolio areas.

Website access

1. Processing project members and stakeholders area access logins.
2. Troubleshooting logins or other website/social media related issues.

Maintain up-to-date project resources

1. Creating, editing and formatting documents as directed by the Adolescent Safeguarding Programme Lead
2. Collating and maintaining documents in shared folders (internal)
3. Collating and maintaining documents/ video recordings of training session on the website
4. Create and disseminate monthly monitoring request via agreed mechanisms, ensuring deadlines are met.
5. Occasional high-level analysis of data collected from monthly monitoring.

General Duties

1. Contribute to the development of the programme and directorate, its work processes, personal and team development and other organisational practices.
2. Build and maintain effective working relationships with colleagues, customers and partner organisations and to lead on or contribute to joint project working with them.
3. Contribute to, support and comply with London Councils’ equality and quality standards, and implement those standards within the areas of responsibility of the post.
4. 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.
5. 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.
6. 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.

The Ideal Candidate

Knowledge

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

Experience

1. Proven administration support experience
2. 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.

About The Company

https://www.liia.london/

https://www.liia.london/priority-areas/adolescent-safeguarding/