Project Administrator; Broughton Nr Chester; 6-month contract; 35 hours pw; 16.50ph paye; Inside IR35
We currently have a requirement for a temporary administrator to work with our client a large aerospace company to ensure the effective delivery of political and strategic stakeholder visits across our client’s sites by effectively, planning, coordinating and supporting the execution of site visits in 2 locations
The role focuses on organisational support and project coordination for the visits
and external stakeholder engagement activities of the Public Affairs Managers
Managers.
AREAS OF FOCUS
Political Visit and Activity coordination:
Work with public affairs site managers to maintain a long-range visits and events activity
tracker, providing regular status report for key internal stakeholders.
Plan, coordinate and manage the logistics for each political visit involving room and
catering bookings, alignment with facilities, security, transport and front of house teams.
Secure operational support for each visit involving alignment with onsite hosts, engaging
with executive outer offices and coordinating availability / diaries.
Formulating visit agendas & high-level standard briefings for public affairs managers to
finesse / customise for each visit.
Coordinate and lead planning with outer offices of political guests/ stakeholders
confirming logistics and joining instructions.
Coordinate special requests such as PPE for each visit
Assist in event and project planning and organisation as directed by the Site Public
Affairs managers
Liaise with the Communications department in respect of any associated
media / communications requirements
Coordination of site-specific stakeholder engagement requests and activities:
Fielding enquiries that are not core public affairs but essential in supporting the site
ambitions
Ensuring that all enquiries are captured, actioned to appropriate business stakeholder
and completed through a tracker.
Attend weekly internal meetings to share the political visits calendars and identify
collaborative opportunities across functions (educational liaison, communications,
executive assistants).
Work with communications and site leads to ensure alignment and delivery of relevant
community relations topics that impact the company’s reputation in the UK.
Maintains effective oversight of public affairs budget tracking and compliance:
Lead the coordination of public affairs site-specific sponsorship requests for Filton and
Broughton in a timely manner, reviewing requests, ensuring ethics and compliance
processes are followed and post event analysis completed.
Align with the UK Public Affairs coordinator on the collateral needed for PO’s to be
raised to support sponsorships and site-specific projects / events.
Monitor spend for public affairs site hospitality and defined projects to ensure spend
stays within budget.
Regular engagement with UK Public Affairs Coordinator to ensure invoicing and PO
processes are fully understood and complied with from a site perspective.
Stakeholder Mapping and Management of administration requirements:
Lead a refresh of the Public Affairs site stakeholder maps, maintaining an up-to-date list
of key stakeholders with full contact details.
Support the definition of a process to track the site engagement with external
stakeholders.
Coordination of site specific G-Drive to ensure all site collateral, presentations
and documents supporting political events / visits are categorised and accurately filed.
Ordering of stationery, hospitality, PPE, workwear, promotional and other items as
required by the site Public Affairs managers
EXPECTATIONS
To deliver the requirements of this role, the job holder will form effective working
relationships with the Public Affairs managers in Filton and Broughton, the wider UK
public affairs team, members of the UK communications team and key site stakeholders.
Able to work both independently and in a team environment
Accountable for tasks and responsibilities expected of the role holder
A complete finisher who has a “can do” attitude to support a broad range of initiatives
Flexibility and responsiveness are key as the work of the public affairs team is very fast
paced, dynamic. Ability to adapt to changing environments is essential.
Able to lead the planning and support the public affairs managers with visits and events
across both sites.
Attention to detail and creation of high-quality planning / agenda documents is essential.
A proactive approach to staying up to speed with key business processes is needed to
ensure that the team meets all company and statutory requirements. e.g. GDPR
Awareness of the stakeholder community Resilience and the ability to multi-task effectively and constructively in a demanding part
of the business.
REQUIRED SKILLS
This job requires an awareness of any potential compliance risks and a commitment to act with
integrity as the foundation for the Company’s success, reputation and sustainable growth.
Additionally:
Experienced in project coordination and a desire to develop strong project management
skills
Well organised, detail-organised and comfortable highlighting and following up on
actions
High degree of discretion
Stakeholder management
Excellent organisation and time management
Strong communication skills both written and orally and an interest in Public Affairs as a
corporate function Strong IT skills including Google Workspace tools in order to create and maintain high-quality documents
Self-motivated and able to work proactively using own initiative
The post holder will be required to be on site 3 days per week.
Morson is acting as an employment business in relation to this vacancy