NSA Project Assistant
Job Description
Application deadline:
5pm 04 July 2008
| Job Title: | Project Assistant, Creative & Cultural National Skills Academy |
| Contract: | Full time - Permanent |
| Salary: | Circa £21,000 |
| Location: | London and Purfleet, Essex |
| Responsible to: | Assistant Academy Director / Academy Director |
| Direct Report: | NSA Creative Apprentice* |
Overall Purpose of the Role
In May 2008 Creative & Cultural Skills received Government approval of its bid to build a National Skills Academy (NSA), a £15 million employer-led, world class centre of excellence for delivering the skills of the creative and cultural sector. From April 2009, the NSA will have its administrative centre (hub) in Purfleet, Essex and will operate across the country through regional spoke organisations. Initially focusing on technical theatre and live music, the NSA’s remit is, working together with employers, freelancers, colleges and training providers throughout the country, to execute industry-led standards, training and qualifications with the appropriate learning and skills agencies, in order to achieve ‘world-class training’ for the world’s greatest stages
Provide support to the National Skills Academy Assistant Director, Director and team members. Deliver high-quality project and administrative support to the National Skills Academy. Working with the NSA team, play a key role in establishing and building the NSA, liaising with numerous stakeholders and partners and ensuring that fit-for-purpose administrative systems are developed and implemented.
Resources Impacted On
Liaison with multiple stakeholders and partners (including Further and Higher Education partners, trade and industry bodies, employers, RDAs, the Learning and Skills Council, Arts Council England and other funding bodies), external contacts, including senior executives.
Liaison with internal staff, from senior executives to junior support plus line-management responsibility for the Creative Apprentice
Project administration and management with assigned budgets as directed by the Assistant Academy Director and (when in post) the Academy Director.
Other Requirements:
The successful applicant will be required to work initially at Creative & Cultural Skills’ office in London SE, moving to Purfleet, Essex in due course.
To assist with external meetings and events as required.
To work flexibly outside of normal working hours when pressure of work demands
To travel to meetings at locations across the UK when required, including overnight stays when appropriate.
Key Responsibilities:
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Set-up, implementation and smooth running of administrative systems and office arrangements to service the NSA, including databases, filing systems, archives, etc.
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Establish effective working relationships and partnerships with multiple stakeholders and partners.
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Provide executive and administrative support, including diary management to the NSA team, acting as contact point for all key relationships.
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Draft reports, correspondence, briefing notes and information summaries, often of a complex and sensitive nature, and provide responses to requests for information in a timely manner. Produce presentations and other audiovisual material including gathering of data and ensuring appropriate input from specialist colleagues.
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Organise room bookings, ensuring that the venues are suitable for purpose and within budget and refreshments provided where appropriate. Make travel arrangements, preparing itineraries and expense claims as required. Participate in organising events as needed.
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Administrative support for relevant (both internal and external) meetings, ensuring that they are organised and administered efficiently. Act as secretary to meetings as required, producing agendas, papers, minutes, etc and ensuring these and all necessary follow-up action are completed on time.
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Provide a first point of contact for general enquiries for the NSA and answer and redirect incoming telephone calls and record messages as necessary. Respond to requests for information by despatching appropriate information materials.
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Maintain user guides, user support and documentation for NSA products and services.
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Proactively coordinating projects and acting as central point of contact for the project team including client, facilitators, director and maintaining stakeholder relationships
Assisting with project contracts, finances and personnel to ensure projects are delivered within time and budget. -
Provide project specific support to the team as defined by the NSA team. This will include tracking contract delivery requirements.
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Regular communication with employees to ensure projects and operational tasks are developed, targets and deadlines are set, which are in line with CCSkills objectives and values.
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Manage, develop and support employees using regular performance reviews* (To be appointed at a later date).
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Take responsibility for your own development and skills needs by committing to at least 5 days continuing professional development each year.
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To take responsibility for the health and safety of self, staff and clients – identifying recording and acting upon potential safety matters promptly and in accordance with organisation’s policy and procedures.
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In addition to the duties set out above you may from time to time be required to undertake additional duties as necessary to meet the needs of the organisation.
Person Profile
| Essential | Desirable | |
| Experience | Experience of setting up administrative systems. Experience of providing administrative support including producing presentations. Diary management. Experience of working in a busy office environment handling a varied and sometimes conflicting workload. Experience of organising meetings, booking travel, accommodation and catering. Experience of assisting on various projects |
Knowledge of creative industries, in particular live music & theatre |
| Attainments | Educated to A-level standard or equivalent. |
Business administration qualification Training in project management Microsoft PowerPoint & Excel skills |
| Special Aptitudes | Self-starter. Excellent interpersonal and communication skills (oral and written). Excellent time management and organisational skills. Ability to work with people at all levels and from a variety of socio-economic and cultural backgrounds. |
Minute taking |
| Disposition | Enthusiastic, proactive and confident |
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| Thinking Style | Organised, resourceful, assertive, |
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| Circumstances | Able to work flexibly and travel as required, including nights and overnight stays. |