KBR Transition Team Administrator in ENG, United Kingdom

Title: Transition Team Administrator

Location: GB-ENG-London

Job Number: 1053977

Reports to:

Transition Planning and Reporting Lead

Location:

Home Office 2 Marsham Street, London

Duration:

Full time for 12 months with possible extensions

About the Programme:

The Emergency Services Mobile Communications Programme (ESMCP) will provide a new communication system for the 3 emergency services (ES) 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 (DP):

KBR ): we will provide programme management, and reporting to assure the build of ESN, provision of training materials and training trainers, and reference vehicle installation documents. We will also assure the Emergency Services and Civil Contingency Responders transition on to ESN including procurement of user devices and upgrade of their vehicles.


Lot 2 (user services:

Motorola ): 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:

EE ): is a network operator to provide a resilient national mobile network.

About the Transition Team:

The Transition Team within the ESN Management Team is focused on the planning, assuring and reporting of User Organisations (UO’s) transition from Airwave to ESN.

Transition will take place following a substantial period of transition readiness and assessment. The transition strategy has organised the UO’s into 12 Transition Groups, and one National Transition Group which includes Civil Contingency Responder and Other User Organisations (OUO’s). A key component of the Transition Team is the DP who amongst other functions provides a Transition Planning and Reporting (TPR) capability on behalf the Authority.

General:

Working as a key part of the DP Transition team the Team Administrator will provide responsive and high quality support to the Transition Planning and Reporting (TPR), Transition Support (TS) and Authority Teams. They will be expected to organise internal and external meetings and workshops including the booking of venues, rooms and arranging conference calls. Supporting a number of regional based resources they will be required to assist in the processing of expenses, booking of rooms and transportation in line with the approved Programme procedures. They will be required to take minutes of meetings, edit documents and champion the use of the Programmes file sharing workspace (Huddle) by the Transition Team.

Under the direction of the DP’s Transition Planning and Reporting Lead they will be required to:

Maintain and oversee administrative processes and procedures to support the team in line with the DP procedures.

Act as a point of contact to receive incoming enquiries/visitors and either deal with or signpost as appropriate in an efficient and competent manner.

Produce documentations such as standard letters, reports etc. in line with processes and standards.

Where appropriate, assist with response to enquiries/correspondence.

Formatting documents.

Printing

Taking minutes of meetings

Meeting invites - to include booking meeting rooms and any catering required

Responsibility for ensuring DP Transition documentation is uploaded to Huddle as per Programme guidelines.

Review and validation of team expenses

Additional ad-hoc tasks with-in or aligned to required skills and experience.

1.

Competencies

Core competencies:

Flexibility - Be adaptable in responding to change and uncertainty to deliver what is needed and added value. Level = Awareness

Building Relationships – Be able to engage with and maintain productive relationships with a diverse team

Level = Proficient

Communication skills - Be articulate and engaging.

Demonstrate ability across different styles for example, passionate, empathetic, assertive, reflective etc.

Level = Proficient

Self-motivation - Be able to add value without being prompted.

Take responsibility for actions and provide support as needed.

Level = Progressing

Transferrable Competencies for this role.

Organisational skills – plans well in advance, sets clear objectives, manages time/delegates, reviews progress against plan, ensures sufficient resources, encourages improvements.

Results orientation – satisfies internal/external customers, effective performance management, addresses cross functional issues and technical issues, knowledge of systems and processes.

Interpersonal skills – builds positive relationships, demonstrates emotionally stability, confident in own ability, approachable to all staff, shows respect and tolerance .

Qualifications:

Qualifications

Essential:

O Level/GCSE in English and Maths

Desirable:

Educated to Degree level

Experience and Skills:

Essential:

Proficient in all Microsoft Office applications including good Excel, Word and Outlook skills

Proficient in the Acrobat PDF Writer

Good minute taking skills

Organisational skills – plans well in advance, manages own time, reviews progress against plan

Demonstrates a systematic approach to tasks and measures progress against plans

Ability to work as part of an integrated team or individually as required

Effective communicator both verbal and written with ability to produce accurate and timely reports

Ability to produce weekly / monthly summary reports

Desirable:

A track record of identifying the need for additional systems and processes to improve administration function.

Experienced with technical and administrative document control procedures

Has worked in roles where he/she has had to accept responsibility for data accuracy within own remit and work area and compliance with company and or legal requirements

Proven track record in identifying efficiencies and implementing strategy to streamline office operations / administrative functions

Job: Administrative/Clerical