PROJECT ADMINISTRATOR

Introduction

Project Administrators provide support to the GM by overseeing and performing administrative functions. This may include making appointments, taking minutes, coordinating project activities work and preparing reports.

Duties & Responsibilities

Administration

• Facilitate, coordinate administrative functions to aid in a smooth-running Group Project Office.

• Coordinating meetings and taking minutes/notes.

• Prepare and provide documentation to internal key stakeholders.

• Creating PowerPoint presentations.

• Performing administrative duties.

• Recommendations.

• Keeping update on compliance regulations (POPI)

• Smartsheet and JIRA maintenance

• GPO Staff reporting (HR Roll Call; Staff Movement; Organogram)

• GPO Staff time management and reporting (Attendance Registers; Time Back; Clockify; GPO Leave High Balances tracking and maintenance; GPO Leave Smartsheet support and maintenance)

• Operational Reporting. Gathering information, translating and reporting by audience requirements.

• Audit execution and support. (Internal and External)

• SharePoint and MS Teams folder structure setup and maintenance.

Programme Management

• Updating the project calendar

• Maintain the project roadmap

• Register projects once accepted into active projects/approved by GM.

• Setup dashboard on Jira to track project progress and support driving projects to closure.

• Operational Reporting. (GPO Portfolio Delivery Report; GPO Monthly Report (COO); GPO Monthly Programme Overview Report (Steerco).

Project Management

• Provide Project Management support to GPO team by:

• Planning projects

• Monitor project progress and address potential issues

• Resolving issues related to the project

• Recording decisions

• Conduct risk analysis

• Producing project related documentation

• Project manage projects assigned as project lead by applying the project life cycle principles.

Scope

• Define and understand the purpose or goal of the project.

• Define the project Scope in a Scope Board by engaging with the Project Owner and the relevant stakeholders.

• Identify the Key Milestones and deliverables.

• Ensure that the roles and responsibilities of the project team members are clearly identified and understood.

• Liaise with Business Analyst in breaking the Scope down into User Stories for them to capture on Jira.

• Reach agreement on the sequencing and prioritization of User Stories with the Project Sponsor/Owner

Monitoring and Control

• Track the preparation and acceptance of User Stories against the Scope Board for Pre/Backlog Grooming sessions from Analyst to Product Owner/s.

• Track that Testing Stories have been cloned from the Development Stories and are being tracked.

• Participate in Sprint Planning to ensure requested User Stories in Backlog Grooming were committed to in the required Sprint and if not then which Sprint.

• Attend applicable standing meetings or alternatively schedule sessions to track progress updates and impediments.

• Assist the project team to review and adjust activities to meet project delivery/schedule.

• Ensure Post Go-Live monitoring and support is in place.

Risk Management

• Identify, quantify and mitigate project risks and maintain Risk Register weekly.

• Escalate resource issues to the Product Owner or Line Manager for resolution to or acceptance of project impact.

• Communicate project impediments and potential delays to stakeholders timeously to manage their expectations.

Decisions Management

• Facilitate decision making to steer the project forward and maintain the Decision Register weekly.

Lessons Learnt

• Capture Lessons Learnt in the Lessons Learn register as they occur on the project.

Communication

• Compile and publish progress reports weekly.

• Provide input into the Project Weekly Portfolio Report.

• Provide input into the Projects Month End Report.

Desired Experience & Qualification

Minimum Qualifications and Experience Required

• Grade 12 or equivalent certificate essential

• Project Management qualification will be advantageous

• Minimum 1 years’ experience in a similar role

Continuous Improvement

Language requirements

• Be able to speak, write, read and comprehend fluently in English;

• Other South African languages will be advantageous.

Computer Literacy

Proficiency with the following programmes is required

• MS Word

• MS Excel

• MS Outlook

• MS PowerPoint

• MS Projects

• Smartsheet

• JIRA

Other attributes required

• Strong administrative skills

• Committed

• Continuous Improvement

• Decisive

• Energetic

• Effective time-management skills

• Excellent communication and interpersonal skills

• Expectation Management

• Good people skills

• Good presentation/training skills

• Passionate

• Performance driven

• Planning and coordination

• Professional

• Punctual

• Solid moral, ethics and principles

• Stress tolerance

• Team player

Package & Remuneration

Remuneration

A competitive salary and benefits will be negotiated, consistent with experience and the role and responsibilities of the position.

Work Requirements

The position will be in Sunninghill, Sandton.

The Employment Equity approach of Universal Healthcare broadly aims to:

Foster diversity in the workplace;

Promote equal opportunity and fair treatment in employment through the elimination of all forms of unfair discrimination.