Job Description

JOB DESCRIPTION

Job Title: Project Administrator

Responsible to: Project Coordinator

Term: Fixed term until 31

st

January 2029

Location: Base at Widdershins Centre

Hours: 7 hours per week

Salary: 4732 per annum

This is a newly created post funded through the Big Lottery Community Fund. The post includes acting as administrative assistant for the Active Connections project.


Scope: The post holder will report to the Project Co-ordinator. The post-holder will undertake core administration, marketing and communications activities to support the project team to meet planned outcomes and outputs within the project. The post involves close working with partner organisations.

Key Responsibilities:

Deal with enquiries from potential beneficiaries, and partners in relation to Active Connections Provide administrative support to project managers and teams, including scheduling meetings, preparing agendas, taking minutes, and following up on actions. Maintain project documentation, records, and databases to ensure accurate and up-to-date information. Assist with project planning, monitoring, and reporting, including collating data and preparing reports for internal and external stakeholders. Support financial administration, including processing invoices, tracking expenditure, and assisting with budgets as required. Coordinate communications with partners, stakeholders, and beneficiaries, ensuring timely and professional responses. Prepare project materials, presentations, and correspondence as required. Help organise events, workshops, or training sessions related to the project. Support compliance with organisational policies, procedures, and reporting requirements. Undertake general office administration duties as required. Assist in all aspects of project monitoring and reporting requirements of external evaluation team and BIG Lottery Fund Comply with all Age Connects Torfaen Policies and Procedures4 Act as clerk to project management board and project steering groups (for example organising meetings, booking venues, taking and circulating minutes)

Other Responsibilities

To meet for regular supervision with Line Manager and to attend Staff Meetings


To participate in developing and maintaining good public relationships


To promote a positive image of Age Connects Torfaen to other agencies and the general public.


This is a part time post and will require some flexibility in working patterns. The appointment is on a fixed contract until 2029.

Person Specification

Essential:

Experience of providing administrative support in a professional environment. Strong organisational and time-management skills, with the ability to prioritise tasks effectively. Excellent written and verbal communication skills. Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) or similar software. Strong attention to detail and accuracy. Ability to work both independently and as part of a team. Flexible and proactive approach to problem-solving.

Desirable:

Experience supporting projects in the voluntary/third sector or public sector. Knowledge of project management tools or software. Experience in basic financial administration, including invoice processing and budget monitoring. Familiarity with data protection and confidentiality requirements.

Values & Behaviours

Professional, approachable, and friendly. Committed to supporting colleagues and beneficiaries. Flexible, adaptable, and solution-focused. High level of integrity and discretion.

Additional Information

This role may require occasional travel to project sites or partner meetings. * Training and professional development opportunities will be provided.