Job Description

- Project Assistant

Accountable to: Estates & FM Consultant

Salary: 30,000-35,000

Hours per week: 21-24 hrs per week to be agreed with appointed candidate.

Location: Cuffley, Hertfordshire with regular home working by agreement

Job Purpose

The post-holder will be expected to provide all aspects of project support which will involve working closely with project teams, comprising of both OCG staff, Clients and contractors. The post-holder will ensure that projects relating to estate management, procurement, advice or service reviews are adequately planned, resourced and will support the team in delivering to high standards, on time and within set budget.

The post-holder will be expected to undertake a wide variety of tasks including communicating with stakeholders, assisting with planning the delivery of current and new projects, organising meetings, preparing agendas and minutes and updating internal system with relevant project documents.

Act as a point of contact for the project, facilitating and coordinating activities, people, resources and information.

Key Accountabilities:

1. Support the preparation of project and business documents in accordance with the company's processes and procedures (or client procedures as appropriate).

2. To ensure that all project spend is accurately recorded and that authority from the client lead is always in place prior to instructions or services commencing.

3. Support the delivery of client projects using software packages such as MS Teams, word, excel and Visio. This will include data cleansing and manipulation, undertaking process mapping and uploading information.

4. To support project team by undertaking project administration tasks such as updating dashboard reports, issuing project documents, taking notes and issuing minutes.

5. Develop an understanding of property related services, including Facilities Management, Asset Management, Capital Delivery and Service Transformation projects within a local government and public sector context.

6. Be the main point of contact, communicating with multiple internal and external stakeholders face to face, by phone and by e-mail. Resolve day to day issues as they arise and escalate urgent or complex matters to the Lead Project Manager.

7. Develop and manage effective working relationships with clients, the project team and other key stakeholders.

8. Monitor and maintain the overall project progress and individual work streams.

9. Be responsible for the collection of data, providing accurately and timely information relating to project activity, KPI's and milestones, using ICT applications such as MS Word, MS Excel, Outlook and SharePoint.

10. Coordinate project meetings, including agenda setting, minute taking and the booking of rooms and catering.

11. Facilitate effective communication and distribution of documentation, project updates and reports to both internal and external stakeholders.

12. Work on own initiative on a day-to-day basis, autonomously, escalating any issues that may arise to appropriate person.

13. There will be other duties and requirements associated with your job and, in addition, as a term of your employment you may be required to undertake various other duties as may reasonably be required.

Personal Development

OCG employees are encouraged to develop within their job roles, each employee will have regular meetings with their Line Manager to identify ways in which the employee can contribute to the OCG values whilst developing their own unique skills, knowledge and expertise.

Each employee will have a performance development review plan initiated, whereby their Line Manager will discuss and agree the objectives of the job role with the employee. The employee will be required to engage fully in the review and contribute to the personal objective setting in line with the organisation and team objectives.

An employee must co-operate and attend all appropriate mandatory and statutory training as required by the organisation and/or their professional bodies.

A priority for OCG is to support staff to constantly develop, each employee is therefore encouraged to actively research into any development or training courses which they may consider beneficial to their role.

OCG Values and Vision

The ethos of OCG is encapsulated by five core values:

Pride - We take pride in who we are and the services we provide. We are positive, innovative and create an environment where we are free to be ourselves.

Integrity - We are honest, trustworthy, reliable and accountable. We act professionally, upholding high standards and will always do the right thing for the right reason.

Respect - We value and respect our colleagues, clients, and the communities we work in. We embrace diversity and champion equality.

Together - We work together in partnership with our colleagues and our clients to deliver the best possible outcomes.

Inspire - We inspire and encourage each other to grow and reach our potential, fostering a culture of support and inclusivity.

Policies and Procedures

The post holder is required to follow OCG's policies and procedures which are regularly updated including:

Confidentiality and Data Protection

Post holders must maintain the confidentiality of information about OCG projects and Council business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding clients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.

Information Governance

All staff must comply with information governance requirements. These includes statutory responsibilities (such as compliance with the Data Protection Act and compliance with local policies and procedures (such as the OCG's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or clients) that they access and must ensure it is stored, processed, and forwarded in a secure and appropriate manner.

Equality & Diversity

Post holders must at all times fulfil their responsibilities with regard to the Equal Opportunities Policy and equality laws. The post holder is required to actively promote diversity in the workplace. It is the duty of the post holder not to act in a prejudicial or discriminatory manner towards employees or resident. The post holder should counteract such practice or behaviour by challenging or reporting it.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the OCG's health and safety policies and procedures are complied with to maintain a safe working environment for visitors and employees. Employees must co-operate and comply with management instructions regarding Health and Safety issues and report all accidents, incidents, and problems as soon as practicable.

Risk Management

All post holders have a responsibility to report risks or incidents promptly. They are expected to be familiar with OCG's use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager or stated by OCG to be mandatory.

Flexible Working

As an organisation we are committed to developing our services in ways that best suit the needs of our clients. Flexible working arrangements are available and can be discussed with the Project Lead.

Sustainability

It is the responsibility of all staff to minimise OCG's environmental impact by recycling wherever possible, switching off lights, computer monitors and equipment when not in use, minimising water usage and reporting faults promptly.

Safeguarding

OCG is committed to safeguarding and promoting the welfare of vulnerable groups. All staff working with vulnerable groups should be aware of and share the commitment to safeguarding and promoting the welfare of vulnerable adults.

Review of this

This job description is intended as an outline of the general areas of activity and will be amended in the light of the changing needs of the organisation. To be reviewed in conjunction with the post holder.

Job Type: Part-time

Pay: From 30,000.00 per year

Expected hours: 21 - 24 per week

Additional pay:

Bonus scheme
Benefits:

Company pension Enhanced maternity leave Health & wellbeing programme Private medical insurance Sick pay Transport links Work from home
Schedule:

Monday to Friday
Education:

GCSE or equivalent (required)
Experience:

Administrative: 3 years (required)
Work authorisation:

United Kingdom (required)
Work Location: Hybrid remote in Cuffley, EN6 4RY

Application deadline: 13/07/2025