Explore the different ways to get into this role. You can get into this job through:

• Enhancing administrative and organisational skills
• Gaining practical project experience
• Earning industry certifications

Administrative and organisational skills

Having a strong grasp of administrative skills is essential for anyone stepping into the role of a Project Administrator. This position revolves around managing documentation, scheduling, and communication to keep projects running smoothly. Here are some key skills to focus on developing:

• Organisational skills – Master the art of prioritising tasks, juggling multiple deadlines, and keeping accurate records and filing systems in check.
• Communication – Hone your verbal and written communication skills, as you’ll be the go-to person connecting stakeholders, teams, and managers.
• IT literacy –Get comfortable with office software like Microsoft Excel, Word, and PowerPoint, and familiarise yourself with project management tools such as Jira, Trello, or Microsoft Project.
• Time management –Work on your ability to track project timelines and create detailed, realistic schedules.
• Attention to detail –Cultivate accuracy and precision in your documentation and record-keeping, as these are vital parts of the job.

Practical project experience

Gaining practical experience is essential for demonstrating your skills to potential employers. Even if you haven’t had a formal project role, there are plenty of ways to gather valuable experience both at work and beyond. Here are some ideas to help you build that experience:

• In your current job – Step up and volunteer for project-related tasks, like organising a company event, helping with an office move, or supporting a departmental initiative. connecting stakeholders, teams, and managers.
• Entry-level jobs – Look for positions that give you a taste of project work, such as administrative assistant, project coordinator, or project support officer roles.
• Volunteering – Use your organisational skills to help out charities or community groups by assisting with events, fundraising efforts, or operational improvement projects.
• Training programmes and simulations – Get involved in career development programmes, like ITOL Recruit’s Project Administrator Programme, which offer simulated assignments to give you practical, hands-on experience.

Entry requirements:

You’ll usually need:

• Five GCSEs (grades 9-4 / A*-C) are required, with a focus on English and Maths.
• Some positions may require A-levels or equivalent qualifications, as well as good IT, organisational, and communication abilities.
• Previous project experience is not required, although transferable skills and introductory project management training are quite valuable.

Industry certifications

Certifications are a fantastic way to showcase your dedication and understanding of professional project management methods to potential employers.

• APM Project Fundamentals Qualification (PFQ) – This is a great starting point for anyone new to project management, offered by the UK’s chartered body for the field. It introduces essential terminology and concepts that are fundamental to the discipline.
• PRINCE2® Foundation This certification is recognised worldwide and holds significant value in the UK, particularly in the public sector. The Foundation level provides an overview of the principles, themes, and processes that make up the PRINCE2 structured methodology.
• Certified Associate in Project Management (CAPM)® – Provided by the Project Management Institute (PMI), this entry-level certification is recognised globally and covers a broad spectrum of project management concepts, including both agile and predictive methodologies.

Entry requirements

You’ll usually need:

• No official qualifications or prior project experience required for APM PFQ and PRINCE2 Foundation making them available to anybody interested in learning project management.
• The CAPM® needs a secondary diploma (e.g., GCSEs or equivalent) and either 23 hours of project management education or comparable coursework; however, prior project experience is not required.

Other Routes

When it comes to breaking into project administration, it’s not just about having the right qualifications, experience, or certifications. There are plenty of other paths you can take to carve out a successful career in this field.

• Internal Progression – A lot of professionals find their way into project administration by moving up from roles like office administrator, team assistant, or business support within their current company. This route lets you gain valuable project experience while staying in a familiar setting.
• Graduate Schemes – Many big companies offer graduate programmes that include a project management track. These often feature rotations through various administrative and coordinator roles, giving you structured training and a clear path into project administration.
• Temporary or Contract Roles – Taking on short-term administrative or support contracts in project settings can be a great way to get your foot in the door for permanent positions. It provides hands-on experience and a chance to showcase your skills.
• Networking and Referrals – Connecting with project managers, PMO staff, or professional organisations like the Association for Project Management (APM) can open doors to opportunities that aren’t widely advertised and offer valuable mentorship.
• Transferable Skills from Other Sectors – If you’ve worked in customer service, events management, operations, or finance, you likely have developed organisational, communication, and coordination skills that are highly relevant to project administration.

Find out what skills you’ll use in this role

Skills and knowledge

You’ll need:

• Organisational Skills
• Communication Skills
• Attention to Detail
• Time Management Skills
• Competent in budgeting and financial tracking
• Problem-Solving Skills
• Initiative
• Software Proficiency
• Project Management Tools
• Project Management Methodologies
• Project Lifecycle Knowledge
• Collaboration
• Flexibility
• Curiosity & Proactiveness

Restrictions and Requirements

You’ll need to:

• Show up at the office as needed, based on your role.
• Understand that entry-level jobs might come with limited decision-making power.
• Make sure to complete any sector-specific checks or security clearances if you’re working in fields like government, healthcare, or defence.
• Have at least 5 GCSEs, including English and Maths.
• Be skilled in using office software and digital tools.
• Follow the organisation’s policies and maintain professional standards.

Discover the day-to-day tasks you’ll do in this role.

Day-to-day tasks

A Project Administrator is essential for keeping projects on track by providing vital administrative and coordination support. They serve as the backbone of the organisation, handling everything from documentation and schedules to communication, ensuring that projects run smoothly and meet the required standards. Here’s a glimpse into their typical day-to-day tasks:

• Managing project documentation and records
• Coordinating meetings and schedules
• Keeping an eye on project timelines and milestones
• Facilitating communication both internally and externally
• Tracking budgets and expenses
• Assisting with resource allocation
• Working with suppliers and contractors
• Supporting project governance and compliance
• Preparing performance and progress reports
• Helping manage risks and issues
• Assisting with team onboarding and induction
• Carrying out general clerical and administrative duties

Working environment

Project administrators can operate in a variety of industries and organisations, from big multinational corporations and public-sector entities such as the NHS and universities to smaller firms in construction, technology, and other fields.

Look at progression in this role and similar opportunities.

As a Project Administrator, your first year is all about laying down a strong foundation in project support. As you gain experience, you’ll find exciting opportunities to move into senior, specialised, or strategic project management roles.

First Year:

• Hone your core administrative skills
• Get to grips with project lifecycles and processes
• Develop key project support skills
• Familiarise yourself with project management methodologies
• Gain valuable insights into your industry and organisational context

With Experience:

• Collaborate within a Project Management Office (PMO)
• Transition into more expansive project management roles
• Consider specialised or freelance project administration opportunities

In England

PRINCE2® Foundation Qualification Provider: A PeopleCert (AXELOS) Certified Institute Start date: Anytime Location: London

PRINCE2® Practitioner Certification A PeopleCert (AXELOS) Certified Institute Start date: Anytime Location: London

PRINCE2® Foundation & Practitioner Certification Provider: A PeopleCert (AXELOS) Certified Institute Start date: Anytime Location: London