Job Description

Role purpose

As Project Administrator, you will provide high-quality administrative and coordination support to Phase 2 of the Local Skills Improvement Plan (LSIP) led by the Devon & Plymouth Chamber of Commerce for the Heart of the South West. You'll help the team deliver on time, on budget and to agreed KPIs, maintaining accurate records, smooth processes and clear communication with partners and stakeholders.

Key responsibilities

Project coordination & tracking

Maintain project plans, action logs and risk/issues registers; chase updates and support mitigation actions.

Monitor progress against KPIs and milestones; prepare concise status updates and dashboards for the LSIP Project Executive and funders.

Support budget tracking and purchase order logs; highlight variances.

Documentation & data management

Draft, format and update project documents, reports, slide decks, templates and digital forms.

Maintain accurate records in the Chamber CRM and shared drives; ensure version control and tidy filing.

Collect, cleanse and collate monitoring and evaluation data; produce summaries and basic analysis.

Meeting support

Coordinate internal and stakeholder project meetings (in-person/online): schedule, circulate agendas and papers, manage attendance and logistics.

Minute meetings and capture actions with owners and deadlines; follow up to ensure completion.

Provide light tech support for online meetings (set-up, polls, recording, attendance capture).

Organise and plan face to face employer and stakeholder meetings and events: source relevant venues; invite and manage attendees; create agendas; prepare documentation.

Organise and plan online employer and stakeholder meetings and events: set up meetings and polls; prepare slides and other documentation; invite and manage attendees; facilitate technology during meetings.

Finance & compliance administration

Collate supplier invoices and expenses for approval; maintain spend trackers in line with budgets.

Prepare monthly supplier summaries and keep accounts/admin records fully updated.

Collate timesheets and supporting evidence required for funding claims; liaise with partner Chamber administrators to ensure accuracy and timeliness.

Ensure adherence to funding requirements, data protection (UK GDPR) and Chamber policies.

Stakeholder communication

Draft and send clear, professional correspondence; respond to routine queries promptly.

Maintain up-to-date contact lists and stakeholder records in the CRM.

Team support

Provide general administrative support to the LSIP Project Executive and wider LSIP team.

Provide cover and share workload peaks to support overall team effectiveness.

Person specification

Essential

Excellent organisation, time management and attention to detail.

Proven administrative experience with strong record-keeping skills.

High standards of written and spoken communication.

Confident and professional when liaising with a wide range of stakeholders.

Good IT skills, including Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and willingness to learn Chamber systems (e.g., CRM).

Able to work independently and handle multiple priorities across three working days.

Flexible approach, including occasional adjustment of working pattern for key meetings if needed (with notice).

Access to own transport for occasional local travel (reasonable expenses paid).

Desirable

Experience supporting projects and using project management tools (training can be provided).

Familiarity with monitoring/evaluation and basic data analysis (e.g., Excel pivot tables).

Experience working with publicly funded programmes or grant compliance.

Additional information

This is a part-time role at 21 hours per week; working pattern to be agreed (e.g., three set days or spread across the week).

Salary stated is FTE and will be pro rata to hours worked.

Appointment is subject to right-to-work checks and satisfactory references.

The Chamber is an equal opportunities employer and welcomes applications from all sections of the community.

Job Type: Fixed term contract
Contract length: 6 months

Pay: 25,000.00 per year

Benefits:

Company events Company pension On-site parking Private medical insurance Work from home
Work Location: Hybrid remote in Devon PL6 5QZ