Project Administrator

Job Title: Project Administrator

 Team: NCETM

Business Unit: UK

 Salary: £26,228 (GBP) per annum

Location: Remote (based in England, Bristol Preferred)

Travel Requirements: Occasional travel within the UK

Overview of the Role

The role of Project Administrator plays a key role in supporting the delivery of Etio’s projects. The postholder will provide high-quality administrative support across a range of activities, including recruitment, event coordination (online and in-person), venue booking, finance processes, contracting of associates, database management, and data validation. The Project Administrator will ensure smooth operations, effective communication, and accurate reporting, contributing directly to the success and impact of Etio’s projects.

The National Centre for Excellence in the Teaching of Mathematics (NCETM), is a flagship Etio contract delivered on behalf of the Department for Education (DfE). The NCETM works in partnership with Maths Hubs across England to improve mathematics teaching and leadership.

Key Responsibilities

Your core responsibilities include, but are not limited to: 
• Deliver high-quality administration across multiple programmes, ensuring outputs meet specifications, deadlines, and quality standards.
• Coordinate event logistics and data management for online and in-person events, including eligibility checks and invitations.
• Maintain up-to-date guidance and processes, adapting documentation in line with technology and operational developments.  
• Support managers in driving operational efficiency, ensuring accurate project documentation and smooth delivery.
• Validate data in line with the Maths Hubs network reporting deadlines, ensuring accuracy and compliance.
• Apply Etio SOPs, templates, and exemplars for consistent delivery within and across projects.
• Manage shared mailboxes and Freshdesk tickets, ensuring timely, accurate and professional responses.
• Build and maintain effective relationships with stakeholders at all levels, both internal and external, local and remote
• Track and process accreditation and endorsement records, ensuring accurate, timely administration.
• Process and publish post-event resources, including editing and uploading event recordings.
• Enter, validate, and report on data in line with GDPR requirements and organisational standards.
• Contribute to system development and testing, supporting continuous improvement of tools and processes.
• Maintain accurate recruitment data in management systems.
• Open and support online events, including opening Zoom sessions and assisting facilitators. 
• Create and distribute surveys, track completion rates, and share results.
• Provide project finance administration, including issuing POs and processing invoices.
• Work flexibly within the project, business unit and Etio team, contributing to shared priorities and providing cover during busy periods or staff absence.

Expected Behaviours and Working Style

• Make every day count - Deliver high-quality work on time and with focus. Take ownership of priorities and use resources effectively.
• Lead the way - Demonstrate discretion, judgement, and consistency. Take ownership and deliver with urgency.
• Deliver with empathy - Communicate clearly and respectfully. Build collaborative relationships with colleagues and partners. Be flexible and supportive to help achieve shared goals.

Role Deliverables

Your work will contribute to the following outcomes:
• Seamless delivery of online and in-person events, with logistics managed efficiently and participants well supported.
• Accurate attendance and engagement data, enabling reliable programme reporting, evaluation, and certification.
• Strong, collaborative relationships built and maintained across Etio, NCETM, and partner organisations.
• Up-to-date and accurate workflows, schedules, and trackers, ensuring projects run smoothly and on time.
• Well-maintained documentation, consistently meeting organisational and contractual quality standards.
• Operational efficiencies achieved, through proactive support to project and operational managers.
• Deadlines and targets consistently met or exceeded, ensuring confidence in delivery across stakeholders.
• Timely escalation of risks and issues, to the Project Manager and relevant Director, enabling effective resolution and minimising disruption.
• Contribution to wider business support activities to ensure the success of the NCETM contract and Etio.

Skills, Experience, and Qualifications

Essential
• Minimum 1 years’ experience in business, data, or events administration 
• Strong academic or vocational background
• Experience of working with competing priorities, consistently meeting deadlines while maintaining quality under pressure
• Highly organised and detail-oriented, ensuring processes run smoothly and outputs are error-free
• Able to work independently, without direct supervision
• Advanced use of Office 365, particularly Excel, to create meaningful reports and support data-driven insight
• Clear and professional communicator, able to produce high-quality written material and engage confidently with colleagues at all levels.
• Independent and self-managing, taking ownership of tasks while building productive relationships across teams
• Collaborative team player, contributing to shared goals and fostering a positive working environment
• Professional and discreet, trusted to handle sensitive information in fast-paced settings
• Proactive problem-solver, driving continuous improvements that increase efficiency and add value

Desirable
• Business administration qualification (Level 3 or above)
• Analytical and solutions-focused mindset, able to anticipate barriers and implement improvements
• Proficiency with MS Teams and SharePoint
• Experience in project administration, supporting delivery of milestones and successful outcomes
• Experience of with working with senior managers and leaders
• Proven experience working within the UK education sector