London South East Plus Maths Hub: Project Administrator & Coordinator

The Project Administrator and Coordinator is responsible for the promotion, coordination and administration of the LSE+ Maths Hub and its projects therefore supporting schools and colleges in achieving excellence in maths education from early years to post-16. Some examples of the duties include:

• providing administrative support to the Strategic Board

• supporting the Programme Manager with the planning, monitoring and evaluation of
the Maths Hub Programme

• supporting the Maths Hub Leadership and Management Team with the
implementation of communication, engagement and recruitment strategies

• assisting the Programme Manager with finance and data management

Maths Hub Project Administrator and Coordinator Role Description

Leadership and Management Team

Assisting in appointing personnel to roles within the Maths Hub (e.g. room bookings, Zoom links etc.)

Manage the diaries of MHLM team in relation to Maths Hub

Update MHLM KIDs

Setting up MHLM team meetings

Following processes and procedures to ensure an efficient and transparent Maths Hub

Providing administrative support as agreed with Maths Hub Lead for MHLM Team

Strategic boards and partnerships

Provide administrative support to the Strategic Board e.g. update contact details, support with papers, arrange meetings/Zoom, Basecamp etc.

Producing Strategic Board meeting minutes

Circulating Strategic Board papers and minutes

Local leaders of mathematics education

Prepare venues for sessions (on-site and off-site) e.g. resources, refreshments, room set up, liaising with reception

Produce LLME KIDs

Issue reminders with all relevant information e.g. liaising with LLMEs

Provide administrative support to LLMEs

Planning, monitoring and evaluation

Coordinating the planning of projects using the Project Management tool e.g. dates, KIDs, Work Group Plans, RAGs, venues/Zoom links, calendars, Basecamp, data (registers), marketing and LLMEs

Coordinating the delivery and evaluation of projects using the Project Management tool e.g. liaising with venues, communications with participants (emails and calls), Basecamp, liaising with LLMEs, Evaluation Reports

Diary and calendar management of Hub activity

Data administration including; processing of data from commitment forms, ensuring LLME registers are up to date, updating Hub database, updating MHPod accurately, updating all other systems and housekeeping of raw data including data cleansing

Communication, engagement, and recruitment

Following communications plan to promote the Maths Hub including using external tools e.g. Twitter, website, HubSpot. 

Assisting with the creation of newsletters and circulation and targeted emails to all stakeholders including partners and schools. 

Supporting with organisation and administration of engagement events 

Assist in the development and creation of bespoke marketing materials

Finance and data management

Carry out accurate budget and finance procedures e.g. raising POs, receiving invoices, invoicing schedules, travel expenses etc. in line with the Maths Hub Finance Tracker under supervision from the Programme Manager

Support any audit 

Collating and adding new supplier details

Under direction, obtain quotes for given services and materials

Under direction, issue relevant information as and when necessary regarding grants to schools e.g. textbook and Teaching for Mastery

Maintaining up to date participant data on MHPod

Ensuring accurate data recording and adjustments within MHPod

Maintain database including processing data from commitment forms, overseeing registers and updating HubSpot

Cleaning and validating data

Support with pulling reports from MHPod and other agreed data

Maintaining up to date ‘reach’ data using MHMaps.

Working with Maths Hub Network, NCETM and DFE

Participating in and attending national MHC forums and online community

Providing information to NCETM/DFE as required