Project Support Officer

Job Title: Project Support Officer

Location: London

Duration: 6 months

scope of Job:

The Project Support Officer operates within the Data Portfolio, providing administrative and coordination support across a portfolio of global programmes and projects. The role focuses on project administration, meeting coordination, governance support, documentation management and maintaining project information. Acting as a central point of contact for project teams and stakeholders, the Project Support Officer helps ensure delivery processes are followed, project records are kept up to date, and teams are supported in the smooth day-to-day running of projects.

Purpose:

• The Project Support Officer (PSO) plays an important role in supporting the successful delivery of projects and programmes within the Data Portfolio.
• The PSO provides administrative and coordination support to Programme Managers, Project Managers and the wider Enterprise Portfolio team. The role requires strong organisation, communication and attention to detail, with responsibility for coordinating meetings, maintaining project documentation, updating project trackers and supporting governance activities to ensure information is accurate and up to date.
• The PSO will work collaboratively across programmes and projects within the portfolio, supporting the consistent application of delivery processes, maintaining project records and helping to ensure the smooth day-to-day running of project activities.

Responsibilities

Programme & Project Support

• Maintaining project information, trackers and records to support the day-to-day running of programmes and projects.
• Providing administrative and coordination support to Programme Managers and Project Managers, including documentation, scheduling and meeting coordination.
• Preparing and distributing project updates, meeting minutes and action logs to support effective communication.
• Supporting project teams by maintaining project documentation, trackers and governance artefacts, ensuring information is accurate and up to date.

Governance & Reporting

• Recording and updating project risks, issues, actions and decisions as directed by Project and Programme Managers.
• Financial & Resource Management
• Supporting project financial administration, including maintaining budget trackers and processing purchase orders and invoices where required.
• Assisting with the collection and updating of project financial information to support reporting activities.
• Working with PMO and Finance teams to ensure project information is accurate and up to date.
• Document & Information Management
• Maintaining SharePoint sites and organised repositories for project and programme documentation.
• Supporting document management activities, including version control and ensuring project documentation is stored in line with agreed standards.
• Planning, Scheduling & Communication
• Organising team meetings, workshops and events, including managing invites, meeting rooms, agendas and minutes.
• Assisting with the preparation of project documentation, presentations and status updates.
• Communicating effectively with project teams and stakeholders to ensure timely and accurate sharing of project information.

MEASURES OF SUCCESS

• Timely and accurate completion of project administration activities, including meeting coordination, documentation and reporting.
• Positive feedback from Programme Managers, Project Managers and stakeholders regarding the quality of support, organisation and communication.
• SharePoint sites and document repositories are well organised, accessible and maintained in line with agreed standards.
• Project information is accurate, consistent and readily available to support effective project delivery.
• Demonstrates a proactive approach to improving administrative processes and ways of working.

Qualifications

Educated to degree level or equivalent experience.

Portfolio or PMO training is advantageous.

Skills

• Strong organisational, documentation, and coordination abilities.
• Excellent written and verbal communication skills.
• High degree of professionalism, integrity and discretion.
• Confident working with stakeholders at all levels across the business.
• Detail-oriented with ability to handle multiple streams of work.
• Fluency with key project and portfolio tools (e.g., SharePoint, MS Office Suite).

Experience

• Experience supporting complex programmes and multiple projects.
• Exposure to Agile, Waterfall or Hybrid delivery methodologies.
• Experience in a centralised PMO or Portfolio Delivery Team supporting multiple initiatives.