Project Administrator

Role Overview

• Provide day‑to‑day administrative support to project teams across multiple projects.
• Update and maintain project action logs, decision logs, risk logs, and key project documents.
• Track stakeholder actions, follow up on outstanding items, and ensure timely completion.
• Support the preparation of project documentation, including agendas, slide decks, trackers, and briefing notes.
• Arrange internal and external meetings, including scheduling, preparing agendas, distributing materials, and capturing accurate minutes/notes.
• Record and circulate meeting minutes within agreed timescales, ensuring actions and owners are clearly identified.
• Maintain shared folders and document management systems to ensure files are up to date and easy to navigate.
• Assist with compiling project status updates, reporting templates, and KPI tracking documents.
• Support internal communication by documenting key client interactions, updates, and required follow‑up actions.
• Undertake routine coordination tasks such as arranging calls, updating planners, and assisting with client‑facing reporting.
• Escalate risks, delays, or issues to the Project Manager or Head of Major Projects in a timely manner.
• Contribute to process improvement by suggesting efficiencies or updates to admin processes.
• Any other reasonable tasks as requested by your line manager.

Requirements

• Experience in an administrative or coordination role.
• Confidence working with documentation, trackers, and logs.
• Strong organisational skills and ability to prioritise tasks.
• Ability to support multiple colleagues and projects simultaneously.
• Experience working in project-based environments.
• Exposure to the healthcare, pharmaceutical, or NHS sectors.
• Excellent organisation and time‑management skills.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to capture clear, concise, and accurate meeting minutes.
• Confidence working with Microsoft Excel, Word, and PowerPoint.
• Ability to follow instructions and work collaboratively as part of a project team.
• Proactive, with a willingness to take ownership of tasks.

Benefits

• Bank holidays, plus 25 days annual leave, increasing to 28 after 5 years
• Buy & Sell Holidays
• Enhanced Maternity and Paternity Leave
• 1 Occasion Day each year; this could be your child’s first day of school, their nativity play, or your own birthday – the choice is yours!
• Healthshield
• Cycle to Work Scheme
• Tech Scheme
• Electric Car Scheme
• Subsidised company events and gatherings
• Well being support from our qualified Mental Health First Aiders, as well as via our health scheme