Project Support Officer

Purpose of the Role Project Support Officer

The Project Support Officer provides essential coordination, administrative support, and delivery assistance across the Mosaic Upgrade and Implementation Programme. The role ensures the smooth running of programme activities, including the upgrade to the latest Mosaic version, implementation of new and improved workflows and forms, process changes, and the delivery of training across Adults, Childrens, Finance, and Early Help services.

The post-holder will work closely with Project Managers, Business Analysts, the System Engagement Manager, the Systems Training Specialist, and wider stakeholders to support the programmes planning, documentation, governance, and delivery activities.

A key focus of the role is to ensure workshops, training sessions, discovery meetings, and stakeholder engagements are well organised, attended, documented, and followed through. The Project Support Officer will maintain programme documentation, track actions, support risk and issue management, and contribute to the controlled delivery of all programme workstreams.

This includes the delivery of:

• Coordination and bookings of workshops, training sessions, and stakeholder meetings, with clear agendas, attendance tracking, and structured notes, supported by the project leads.
• Support to Project Managers to maintain accurate and up-to-date programme documentation, including RAID logs, plans, trackers, and decision logs.
• Management of actions and support in coordination of programme activities, ensuring these are monitored and progressed.
• Clear communication and engagement with stakeholders across multiple services, supporting production of draft communications for operational staff.
• Administrative and logistical support that enables the programme to operate efficiently and predictably.

The post-holder will play a vital role in supporting the delivery of new workflows, forms, processes, and training, ensuring that the programme is well-structured, well-documented, and aligned with organisational governance standards.

Key Responsibilities Project Support Officer Programme Coordination & Delivery Support Project Support Officer

• Provide day-to-day coordination and administrative support across all programme workstreams.
• Maintain programme documentation including RAID logs, action logs, decision logs, plans, and trackers.
• Support the Programme Manager and Project Managers with preparation of reports, updates, and governance materials.
• Assist with monitoring progress against plans, highlighting slippage, risks, and dependencies.

Workshop, Meeting & Training Coordination Project Support Officer

• Schedule and organise workshops, discovery sessions, training cohorts, and stakeholder briefings.
• Manage logistics including room bookings, technology setup, attendee lists, and distribution of materials.
• Attend workshops and meetings, capturing structured notes, actions, decisions, and follow-ups.
• Track completion of actions and ensure updates are communicated to relevant team members.
• Support the Training Specialist with coordination of training delivery, attendance tracking, and communications.

Documentation & Reporting Project Support Officer

• Produce high-quality documentation including minutes, action logs, process notes, and programme updates.
• Maintain version control and ensure documents are stored consistently and accessibly.
• Support preparation of governance packs, steering group papers, and progress reports.

Stakeholder Engagement & Communication Project Support Officer

• Manage project mailboxes during training rollouts and be the first point of contact for bookings. Act as a point of contact for general programme queries, ensuring timely and professional responses.
• Support communication activities including drafting updates, coordinating distribution lists, and maintaining stakeholder records.
• Build positive working relationships with service leads, IT colleagues, suppliers, and project team members.

Administrative & Operational Support Project Support Officer

• Manage programme calendars, inboxes, bookings, and shared documentation repositories.
• Support onboarding of contractors and external partners, including scheduling introductions and ensuring access requirements are met.
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• Ensure compliance with organisational policies including data protection, information governance, and health and safety.

Essential Knowledge & Experience Project Support Officer

• Experience supporting projects or programmes within digital, IT, or service-transformation environments.
• Demonstrable experience coordinating workshops, meetings, and training sessions, including scheduling and action tracking.
• Experience maintaining project documentation such as RAID logs, plans, trackers, and decision logs.
• Strong organisational skills with the ability to manage multiple tasks and deadlines.
• Excellent written communication skills, with the ability to produce clear, structured documentation.
• IT Proficiency to support the team in the Google Suite environment..

Desirable

• Experience working within a public sector or local government environment.
• Familiarity with social care operational processes and case management workflows.
• Experience supporting projects involving system upgrades, workflow redesign, or training delivery.
• Understanding of project management methodologies (e.g., PRINCE2, Agile).

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Skills & Competencies

• Strong organisational and coordination skills.
• Excellent communication skills, able to engage confidently with stakeholders at all levels.
• High attention to detail and accuracy in documentation.
• Ability to work proactively, manage competing priorities, and meet deadlines.
• Strong problem-solving skills and a structured approach to managing actions and issues.
• Ability to work collaboratively within a multi-disciplinary team.
• Comfortable working in fast-paced environments with multiple concurrent workstreams.