Project Administrator

Closing date: N/A

Job Title:

Project Administrator

Responsible to: Project Manager
Responsible for: N/a
Hours of Work: 37.5 hrs per week (flexible working hours can be agreed)
Salary and benefits:



Salary of £22,000

Holiday entitlement is 25 days plus bank holidays

5% contributing pension


YMCA Together is a registered charity and company Limited by Guarantee. We were founded in 1846 and so we build on a long history of providing a place for people to find acceptance, community and activity. We provide services across the YMCA work streams of accommodation, family work, health and wellbeing and training and education.

Our accommodation offer is made up of: supported accommodation for people experiencing homelessness; intensive support for individuals with complex needs; move on accommodation for individuals closer to independence; specialist service for individuals with mental ill health and a young offenders service.

The offer around family work includes: An Early Years Foundation Stage nursery in Southport; 2 x Liverpool based refuges for women and children fleeing or at risk from domestic abuse.

Our work around health and wellbeing includes a large leisure centre in Southport and targeted health interventions.

Within the training and education workstream, we deliver therapeutic horticulture, animal care and low impact sports at our Dutch Farm project based in South Liverpool.

Our Mission is to inspire and support people by:

  • promoting choice and independence
  • valuing the individual
  • maximising potential
  • instilling hope

Main purpose of job:

The successful applicant will provide administration support to the Homeless Health Development Group and YMCA Together Leadership Team. Your role will require you to produce regular reports for the group, creation of documents and booking and arrangements for meeting and minute taking. Your role will also involve liaison with the Project Manager and lead partners to support the development of this Group its processes and pathways.

Hours of Work

The hours of work are 9-5 Monday-Friday (including some bank holidays)

Main Responsibilities

To ensure administrative tasks are completed for the Homeless Health Development Group, and YMCA Leadership Team.

To arrange and provide minute taking for meetings and events.

To produce timely and accurate reports for the Homeless Heath Group and YMCA Leadership Team.

To support the development of the group by assisting with creation of documents and administrative communication.

Specific Duties

Providing administration and project support.

Working alongside the Project Manager, Lead providers and Analyst to extract and collate appropriate d to ensure compliance with funding obligations.

Creation and compilation of reports for Homeless Health Group, Sub Groups and YMCA Leadership team.

Attending meetings with commissioners and services on behalf of YMCA.

To take and disseminate meeting minutes as required. Preparing documentation needed for meetings and project.

Work flexibly to meet the changing needs of the organisation.


Undertake any other duties that may be reasonably requested.


Liaising directly with local authorities and providers to support the development of the project and the work that the YMCA do.


Professional Practice and Development

 Attend regular supervision sessions with the Line Manger in accordance with the supervision contract.

Maintain good professional practice and ensure ongoing development, through use of supervision and training.

Respect the confidentiality of service users using the service and be responsible for the security of personal and confidential information.

Carry out all these duties within the organisation’s safety guidelines

Person Specification – Project Worker

Essential Desirable
Qualifications GCSE Maths and English or equivalent Excel Level 1

Data/reporting experience

Experience Experience of Administration.



Experience of working in homeless services


Experience of managing projects



Knowledge Knowledge of Excel


Knowledge of Database Management


Knowledge of NDTMS/MainStay/Homeless Services

Knowledge of GDPR

Knowledge of work based Health and Safety issues



Skills Excellent written and oral communication skills


Ability to collate data and manage database packages


Organised, with excellent planning and time management skills


Strong and demonstrable people management skills


Ability to produce and analyse reports.


Ability to deliver training.


Must be computer literate in MS Word, MS Excel, MS office and have the ability to learn new software packages.


Ability to work as part of a team


Ability to provide high quality customer service.


Ability to prioritise and manage own workload.



Behaviour/ attributes Develop a strong culture in accordance YMCA Liverpool and Sefton values


Develop and sustain excellent working relationships with system users, partners, the city council officers and commissioners.


Enthusiastic, self motivated and passionate about their work.


Flexibility, adaptability and ability to work as part of a team.


Ability to work within the ethos and philosophy of the YMCA


Credible, Trustworthy, Reliable, Team worker