Project Administrator - Job Description by ashrafp

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									                              JOB DESCRIPTION
                           PROJECT ADMINISTRATOR


NOTE: This job description does not form part of your contract of employment but is provided for
guidance. The precise duties and responsibilities of your job may be expected to change over time.
You will be consulted over any proposed changes to your job description before implementation.


1.       JOB TITLE: Project Administrator


2.       REPORTS TO:


         2.1        IMMEDIATE MANAGER: Senior Administrator


         2.2        DIRECTLY SUPERVISE(S): No direct reports


         2.3        MATRIX MANAGER: Financial Controller


3.       PURPOSE: To undertake a number of separate administrative projects and to
         provide maternity leave cover for the Senior Administrator. It is intended that
         the jobholder             will undertake several administrative projects under the
         supervision of the Senior Administrator whilst, at the same time, learning the
         role of the Senior Administrator who will be going on maternity leave later this
         year.      This is a fixed term contract for one year, but may be extended by
         mutual       consent to          accommodate    the     return   to   work   of   the   Senior
         Administrator.


4.       PRINCIPAL ACCOUNTABILTIES:


         4.1 Project 1: The Purchasing and Supply Department is installing the “Invu”
                 document management system.              Based in the Purchasing and Supply
                 Department, the Project Administrator will be required to collate and file the
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                 backlog of existing supplier accreditation information, orders, contracts and
                 other documents onto the document management system. The project will
                 include transferring hard copy documents by scanning and filing onto the
                 document management system.           The project will involve exposure to
                 confidential documents and contracts and require great care and attention
                 to detail. The total time required to complete this project is estimated to
                 be between four and six weeks.


         4.2 Project 2: The Company’s Accounts Payable function is carried out by the
                 Accounts Assistant. The Accounts Assistant will be on leave for a two and a
                 half week period from late August 2011 until early September.            It is
                 expected that the Project Administrator will provide cover for certain aspects
                 of this role.    In particular: Urgent payments on Lloydslink, separation of
                 incoming purchase invoices into those with purchase orders and those
                 without and sending non purchase order invoices to budget holders for
                 approval.    In addition, should the jobholder be competent in SAP, the
                 preparation and submission of weekly batches of invoices for BACS
                 payment, filing of processed purchase invoices and the additional tasks of
                 matching invoices with purchase orders and data entry of invoices without
                 purchase orders would apply.      The jobholder would also be expected to
                 distribute and collect post, and control the automated switchboard as
                 required by the Senior Administrator.


         4.3 Project 3: Most production and maintenance processes at BRM are
                 documented. These documents include Work Instructions, Task Analysis and
                 Risk Assessments. The existing documents have been prepared based on a
                 template in MS Word. We now wish to transfer the information contained
                 in these documents into an updated template in MS Word.           In addition,

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                 certain other modifications and updates may be required to these
                 documents.       The total time required to complete this task may be up to
                 eight weeks, although the work may be carried out over an extended period
                 of time.


         4.4 Project 4: The main part of the Project Administrator role will be to provide
                 maternity leave cover for the Senior Administrator from approximately
                 November 2011 until approximately July 2012.
                    The primary function of this position is to provide support and assistance
                     to the General Manager and the BRM Management Team. The position
                     is also expected to lead the Administration Services function in utilising
                     systems, processes and information to ensure optimum administration
                     and secretarial support across BRM.
                    Responsible for the provision of mail services, automated switchboard
                     and administration tasks using the Microsoft Office suite, word
                     processing, filing, data input, photocopying, report binding, collation and
                     laminating. Operation of multiple paper and IT systems and packages.
                    Assisting with and providing support in all administration document
                     control management tasks both digitally and paper and assisting with
                     provision and control of administration data information systems.       To
                     include co-ordination of Site Standardisation, IMS, SHERS and Sharepoint
                     systems and documentation.
                    Exploring opportunities and working proactively to develop, improve and
                     increase the efficiency of the administration function, tasks and work
                     practices.
                    Assist Company Secretarial requirements for co-ordinating, reviewing,
                     updating all documentation and maintaining database and legal


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                     company documentation and support legal requirements for company
                     records management.
                    Co-ordinate       the      publication         of        Xstrata   and     BRM   Corporate
                     communication documentation and strategic reports within BRM. This
                     includes co-ordination and control of BRM brochure and BRM Bulletin.
                    Responsible       for      all   travel,     flights,       car    hire,   conference   and
                     accommodation activities for General Manager and BRM personnel,
                     nationally and internationally and supporting all visitor administration
                     requirements.
                    Multiple diary management, meeting and conference room bookings.
                    Responsible for Corporate/Xstrata secretarial liaison and visit co-
                     ordination.
                    Responsible for producing CSI statistics.
                    Emergency Response Media Team Support.
                    Donations Committee Secretary and Co-ordinator.
                    Leisure Link, Outline subscription and Ebbsfleet FC co-ordination.
                    Project administrator assistance as and when required in addition to
                     those already outlined
                    Ad hoc support to the Finance Team – e.g. Accounts payable holiday
                     cover, Lloydslink Auditing and potential assistance with Fluorspar
                     Management System – data input, data integrity checking and liaison
                     with Fluorspar Commercial Team




5.       HSEC RESPONSIBILITIES: Please refer to separate HSEC Responsibilities
         letter for your Core and Delegated Responsibilities.


6.       ADDITIONAL RESPONSIBILITIES: None

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7.       DIMENSIONS: Compliance with company and site policies, procedures and
         values. Individual personal targets and objectives. Adhering to departmental
         behavioural expectations.




SIGNATURE OF JOBHOLDER: ____________________________________________________




DATE: _________________________________________________________________________




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