Administrative Specialist III



  Full Time   Employee

United Kingdom

Title: Administrative Specialist III

Location: GB-ENG-London

Job Number: 1046393



London (Westminster area)


Full time, 12 month contract [with possibility of extension]

About the Programme:

The Emergency Services Mobile Communications Programme (ESMCP) will provide a new communication system for the 3 emergency services and other public safety users. The emergency services mobile communications programme will be replacing services provided by Airwave with a new national mobile communications service. This system will be called the emergency services network (ESN). ESN will be a mobile communications network with extensive coverage, high resilience, appropriate security and public safety functionality. This allows users to communicate even under the most challenging circumstances. The UK Home Office is procuring three main Lots to deliver this programme:

Lot 1 (delivery partner:

KBR ): we will provide programme management, integration and reporting to assure the build of ESN and transition between 2017 and 2019 of users on to ESN including procurement of user devices and upgrade of their vehicles.

Lot 2 (user services): is a service integrator to provide end-to-end systems’ integration, manage user accounts, provide user services including public safety functionality

Lot 3 (mobile services): is a network operator to provide a resilient national mobile network.

About the OLA Assurance Team:

The Operating Level Agreement (OLA) is a contractual document established by the client, setting out their expectations for behaviours and collaborative ways of working to be shown by the various programme suppliers throughout the ESMCP. The OLA Assurance team role is to design and deliver methods of measuring, monitoring, managing and promoting

collaborative working behaviours

amongst the supplier organisations. These methods will be delivered in accordance with the British Standard for Collaborative Business Relationships, BS11000. Examples of the products and processes the team will be developing and delivering are, a team charter, a behavioural framework, a self-assessment tool, a 360° assessment tool, and a number of collaborative working events and meetings.

The team is composed of an OLA Manager, an OLA deputy, an OLA Set-Up Specialist and an

OLA Administrator

(this role).


Deliver professional administration and support tasks in a client-site-based consultancy environment.

Integrate effectively into a diverse team comprising several organisations including the client (Home Office), recognising the importance of professional conduct, behaviour, boundaries and building effective relationships.

Maintain the highest standards of information security, data protection and discretion, as per expectations of working on a Government programme.

Data Handling and Processing (Collaborative Behaviours Framework)

Perform data entry or numerical and text data, accurately and efficiently, with attention to quality.

Use Excel to create tables, graphs, and to perform basic data analysis and draw conclusions.

Under the guidance of the OLA Manager, undertake basic qualitative (textual) data analysis, e.g. summarising, looking for themes.

Track incoming data (e.g. survey responses) and chase up missing information.

Event and Meeting Management & Co-ordination

Organise and co-ordinate the logistics elements of collaborative working events, under the guidance of the OLA Manager, including venue arrangements, catering, equipment, health and safety, timetabling and access.

Organise and co-ordinate diary invites, responses, attendance lists, pre- and post-event information.

Under the instruction of the OLA Manager, use MS Office tools to prepare, edit, check and print event materials / products.

Provide practical assistance to facilitators at collaboration events and meetings, including welcoming people, hosting and hospitality, and logistics.

Designing and presenting information in a visual way

In response to guidance and specifications provided by the OLA team, design within-programme promotional materials in an accurate and visually engaging way, using standard MS Office tools such as Powerpoint, Word, Excel, and Visio

Make corrections or amendments to documents in response to feedback and reviews from others.

Document management, proof reading

Maintain stakeholder mapping documents, contact lists and other project records, on behalf of the OLA team

Maintain high document management standards, such as file structures, naming conventions, version control and appropriate access rights, for the OLA team documentation. This will involve using standard MS Windows filing, Sharepoint and also web-based document management (Huddle).

Check and proof-read documents before they are printed / distributed, correcting errors and identifying where further clarity is needed.

Office Duties and Communication

Communicate appropriately via email, telephone and face-to-face, to a variety of stakeholders.

Deal with queries directed to the team in a sensitive and professional manner.

Support the OLA team in all other administrative and project tasks as may become necessary, including correspondence, co-ordinating meetings between diaries, correspondence, meeting attendance, note-taking, etc.





1. Must have Phycology Degree

2. GCSE / Level 2 qualification in English and Maths, or equivalent

20. I.T. qualification (basic / intermediate)

Experience of:

3. Working within a project management team / environment

4. Tracking project activities and reporting progress

5. Working within an environment where there are customer-supplier relationships and commercial complexity

6. Communicating effectively with stakeholders at a variety of levels

7. Handling tensions or conflict in project environments effectively

8. Organising and managing events

21. Working for public sector organisations

22. Working on technology change projects

23. Undertaking survey / questionnaire design (especially web-based), administration and / or analysis.

24. Undertaking document management.


None specific

25. Knowledge of the Emergency Services

26. Knowledge of psychology or behavioural science

27. Knowledge of qualitative (textual) data analysis (e.g. questionnaire responses)


9. MS Excel (intermediate level)

10. Excellent, accurate written communication

11. Ability to present information visually in an engaging and accurate way, for example using MS Powerpoint, MS Word or other tools

12. Ability to analyse information (both numerical and text), draw conclusions and present them to others clearly.

13. Strong organisational skills

28. MS Visio (basic level)

Other Attributes

14. Flexibility / adaptability, to be able to change the focus of tasks or activities when required by the client or manager

15. Ability to learn and assimilate information quickly

16. A positive, can-do attitude to problem-solving.

17. Ability to work under pressure, maintaining resilience and meeting deadlines.

18. High standards for quality and results.

19. Ability to act on own initiative so solve problems where appropriate, whilst also recognising when it is appropriate to escalate a problem or ask for help.

Job: Administrative/Clerical

To apply for this job, contact:
RJ Maggard

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