Purpose of the post

The postholder will provide administrative and operational support to the Portfolio & Projects Team, helping to ensure effective planning, delivery, communications and stakeholder coordination across the team’s work. The role will act as a first point of contact for internal and external enquiries, providing a responsive, professional service and ensuring a high-quality experience for partners and stakeholders.

The postholder will also support the team’s meeting cadence, reporting cycle and information management, helping colleagues to run an efficient programme of activity and maintaining accurate, accessible and up-to-date records. This includes coordinating core administrative processes and contributing to consistent ways of working that support delivery across the Portfolio & Products Team.

Main responsibilities

Operations and coordination

• Provide day-to-day administration across Portfolio & Products Team workstreams and activities.

• Maintain workplans, schedules, trackers, and action logs; support delivery against milestones.

• Monitor and update progress information; flag risks/issues and support practical resolution/escalation routes.

• Maintain and improve ways of working (templates, SOPs, checklists) and contribute to continuous improvement.

Meetings and events

• Coordinate governance meetings (e.g., advisory groups, working groups), including scheduling, invitations, agendas and papers.

• Record accurate minutes/notes; maintain decision and action registers; follow up action owners to ensure progress.

• Support away days and planning sessions, including logistics, materials, and capturing outputs.

• Provide administrative support for boards/committees, including paper management and meeting packs.

Communications and engagement

• Serve as a point of contact and respond to enquiries via shared inboxes.

• Draft and coordinate routine communications (updates, reminders, confirmations, joining instructions).

• Coordinate social media workflows with the Communications team, ensuring content is approved, correctly branded, and logged; maintain an editorial calendar and support periodic performance summaries.

• Support stakeholder engagement activities (maintaining contact lists, coordinating responses, capturing feedback).

Events, webinars, training-style activities

• Organise and administer virtual and in-person events (webinars, workshops, roundtables), including registrations, attendee communications and speaker coordination.

• Manage event logistics (rooms/AV/Zoom links) and agendas.

• Coordinate post-event follow-up, evaluation/feedback collection, and tracking outputs and actions.

• Support development and maintenance of event resources (slides, attendee lists, evaluation summaries).

Reporting, metrics, and documentation

• Maintain programme records and metrics/KPIs; produce regular summaries (monthly/quarterly).

• Collate inputs from workstreams for progress reports and governance reporting.

• Maintain structured document management with version control and consistent file naming.

• Support capture of programme impact/evidence (e.g., outcomes tracking, benefits realisation inputs).

Systems and data management

• Maintain accurate records in relevant systems (e.g., CRM, trackers, document libraries).

• Manage programme mailboxes and enquiry logs; ensure data is handled appropriately, including confidentiality and GDPR expectations.

• Support surveys and form-based processes (e.g., collecting updates, registrations, feedback).

Finance and procurement support

• Support basic finance administration, including processing invoices and purchase orders (where applicable).

• Support commissioning of suppliers (obtaining quotes, raising purchase requests, coordinating deliverables).

General administrative support

• Provide administrative support to senior colleagues (as relevant), including diary coordination, meeting scheduling, travel bookings, and routine administrative tasks.

• Maintain shared calendars, distribution lists, and team trackers.

To view full job description please click here