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Programme Engagement Administration Officer

Salary: £14.40 - £15.84 per hour
Location: Winchester

 

Job Title: Programme Engagement Administration Officer

Location: Winchester/Hybrid

Contract Type: 6-12 Months

Salary: £14.40 - £15.84 per hour DOE

Job Purpose:

This role is crucial for supporting the Capital Delivery team through effective administrative and engagement tasks. This role focuses on strong delivery communication skills to maintain high levels of public and political engagement, as well as high satisfaction ratings.

Key Responsibilities

  • Excellent communications skills both written and oral
  • Respond to routine enquiries, both verbally and in writing, on behalf of the department and the organisation where appropriate.
  • Exercise discretion when dealing with communications of a personal or confidential nature
  • Maintain electronic diaries, to ensure diary commitments are accurate and facilitate time recording management
  • Assist with identifying and arranging focus groups and workshops with local communities, charities, organisations, educational stakeholders, members, residents, and businesses. This includes confidently identifying key stakeholders and completing stakeholder‑mapping activities to ensure all relevant groups are captured and appropriately engaged
  • Responsible for keeping the communications activities log, engagement activities forms and various administration documents updated to the project sharepoint sites
  • Take responsibility for the ongoing maintenance of the team's SharePoint site. This includes routinely reviewing site content, ensuring documents are up to date, and applying correct retention labels in line with organisational requirements
  • Monitor shared inboxes and log public enquiries onto the Confirm database and ensure client managers respond within the agreed Service Level Agreement timeframes
  • Maintain a strong working knowledge of GDPR requirements, ensuring personal data is processed lawfully and confidentially. This includes not sharing email addresses or any personal information without the necessary consent
  • Carry out hand delivery of letters where required
  •  Responsible for coordinating the submission of all printed materials to HPS and ensuring these are processed promptly. Prior to sending any letters to HPS, seek and secure the necessary approval from DMT
  • Ensure scheme web pages on the Hampshire County Council Transport and Roads website are accurate, up to date, and reflect correct traffic management details. Provide regular status updates to the Engagement Team Leader
  • Carryout out key tasks or projects assigned by the Programme Engagement Team Leader within the agreed timeframe
  • Interact confidently and diplomatically with colleagues at all levels, as well as with members of the public, Councillors, key stakeholders, and external partners
  • To set up and / or attend regular site meetings, communication and team meetings, including taking accurate minutes
  • Liaise with the contractor and client manager to obtain the forward programme, support the preparation of a detailed construction programme, and identify key communication needs at each stage of the project. The role also requires undertaking site visits and working on‑site when necessary to ensure accurate understanding of project progress
  • Lead on organising events and oversee all exhibition logistics, including setting up workshops and exhibitions, transporting materials as necessary, and ensuring all items are returned to their original location.
  • Organise and coordinate external logistics for events and workshops, including transporting exhibition materials in your own vehicle and ensuring all items arrive safely and on time
  • Manage and monitor the exhibition inventory and arrange re-ordering of low stock items
  • Attend workshops, public exhibitions, presentations, and meetings, including those held outside normal working hours (occasionally evenings and weekends).

Person Specification:
Essential Knowledge, Skills and Experience

  • Previous experience delivering a wide range of administrative functions
  • Ability to communicate effectively at all levels in the organisation and with external contacts.
  • High level of skills and experience of using a variety of software for data management, especially Microsoft Sharepoint and Office suite of packages
  • Experience of taking notes at meetings
  • Ability to demonstrate effective planning and organisational skills
  • Ability to handle confidential information with sensitivity and appropriateness. Must possess knowledge to manage GDPR compliance effectively.
  • Commitment to understand equalities, inclusion and diversity, Health and Safety matters

Working Conditions

  • Working outside normal office hours on occasion to attend meetings, workshops or engagement events may be required
  • Personal protective equipment for site visits: head, eyes body, feet and hands (hard hat, reflective clothing, safety boots, gloves, ear defenders and safety glasses)
  • Manual handling of exhibition stands and equipment on an ad-hoc basis
  • Display screen equipment: desktop PC and laptop
  • Role holder may be exposed to confidential information
  • Driving: Own vehicle for work purposes with business insurance.

About Us

Connect2Hampshire is a managed service agency owned by Hampshire County Council providing temporary, contract and interim opportunities into the Council. Our service is built on our values of ethical, trustworthy, and caring, and our profits are returned to our Local Authority shareholders.

Call to action: Please apply as appropriate or contact Daniel Goodyear on daniel.goodyear@connect2hampshire.co.uk or 01256 593711

Connect2Hampshire is a trading style of Hampshire & Kent Commercial Services LLP - A joint venture between Hampshire County Council & Commercial Services Kent Ltd. Connect2Hampshire is an equal opportunities Employment Agency & Business. It positively encourages applications from all suitably qualified and eligible candidates.