Senior Project Administrator

Role description: Senior Project Administrator

Business area: Commercial & Project Operations (Operations)

Role focus: Operations

Purpose of the role: To provide high-level administrative and project-related support across the

business, with a strong focus on supporting the day-to-day operations of the Commercial & Project

Operations function and contributing to wider strategic objectives.

Area Responsibilities

Project and

operational

administration (90%)

> Provide project support across the Commercial & Project

Operations team, such as but not limited to:

- Complete publication submissions (e.g. abstracts, posters and

manuscripts), from initial request for dummy submission

through to publication or cancellation, including liaison with

project teams and journals as appropriate

- Source journal articles based on project need

- Develop project contracts in accordance with template and

client specifications

- Generate project codes in line with defined processes

- Input of proposal/project data to applicable business systems,

including code generation, project-specific template set-up,

and timeline set-up

> Provide administrative support to the operational aspects of the

business, such as but not limited to:

- Coordinate internal reviews and signatures of documents

- Maintenance and update of processes and procedures

- Development and generation of reports to support business

decisions

- Process credit card payments and complete credit card expense

claims accurately

- Track, report, and process of client and third-party supplier

invoices and purchase orders

> Where required, perform other tasks related to project operations

and operational administration

Process and system

improvement (10%)

> Support continuous improvement through proactively identifying

and suggesting improved ways of working

> Support in ensuring all proces

> Support the introduction of new processes, systems, and tools to

ensure effective ways of working, to improve efficiency and

increase capacity

All % breakdowns are an estimate and are subject to change according to business needs.

Competencies associated with this role

> Ability to multi-task, work independently, and manage multiple priorities with flexibility,

calmness under pressure, and a thorough approach to work

> Demonstrates tenacity to follow tasks and projects through to completion and positive

resolution

> Demonstrates effective communication skills, ensuring that all relevant team members across

the business are kept up to date with progress, activities, or challenges

> Strong organisational and planning skills with proven ability to adapt to changing priorities and

meet business-critical deadlines

> Excellent interpersonal, written and verbal communication skills

> Customer-focused and proactive attitude, always demonstrating professionalism and

discretion

> High standards of accuracy and attention to detail, maintaining quality and consistency under

pressure

> Ability to collaborate effectively with team members of all levels, gathering information while

respecting their workload and priorities

> Advanced proficiency in MS Office applications (Word, Excel, PowerPoint) and adaptability to

new systems/software

Behaviours and levels (out of 5) associated with this role

Behaviour Level

Work collaboratively

Level 1 – You:

> actively contribute to one or more teams

> explore ideas with others

> demonstrate respect for others and their views

Level 2 – You also:

> proactively share knowledge and ideas

> actively seek input from other people or disciplines, appreciate diverse

views and incorporate these into decisions appropriately

> appreciate expertise both within and outside your discipline

2

Develop self and others

Level 1 – You:

> understand your strengths and weaknesses

> document, own and follow a personal development plan

> continually look to improve by seeking and acting on feedback

1

Drive for efficiency and performance

Level 1 – You:

> understand your role and take ownership of appropriate tasks

> set yourself high standards and take accountability for delivering quality

work efficiently

> manage your time effectively to meet deadlines and business

requirements

> comply with SOPs, follow guidelines and use templates as appropriate

> stay occupied and offer any free time to help others

Level 2 – You also:

> take a proactive approach in all aspects of your role

> take an active interest in our business performance

> consistently seek out the most efficient ways of working

> proactively share your improved ways of working with others

2

Build client relationships

Level 1 – You:

> act as an ‘ambassador’ for Adelphi Values through appropriate, clear and

effective interactions with current or potential clients

2

Level 2 – You also:

> understand the basic needs of our clients

> actively seek to address client needs in a manner that builds confidence

and trust

> assist in maintaining accurate Client Relationship Management

information

Decide and do

Level 1 – You:

> make timely decisions with appropriate autonomy and act on them

> show an appreciation of when and when not to seek guidance

> seek clarity on what needs doing once a decision is made and do what’s

agreed upon

> multi-task and prioritise your actions effectively

Level 2 – You also:

> demonstrate ownership and accountability for more complex decisions

and actions

> thoroughly consider the implications (intended or unintended) of your

actions

> act with initiative in the absence of all the facts

> demonstrate clear, critical thinking when making decisions

2

Challenge and innovate

Level 1 – You:

> regularly review your own ways of working

> consider changes to your role and responsibilities that may benefit our

business

Level 2 – You also:

> understand what our business is about and how we work

> suggest ways of better delivering against our six key drivers

> actively demonstrate critical thinking, developing ideas that challenge

assumptions and use sound judgment

2

Fuel our passionate culture

Level 1 – You:

> understand your personal impact on others, making every interaction count

> demonstrate empathy and personal support for your colleagues

> suggest activities or initiatives that keep our culture alive and encourage fun

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