Job description - Planning and Performance Project Support Officer Main purpose of job The Planning and Performance / Project Management Office (PMO) teams’ valueadded is delivered through developing strategic and analytical tools, processes and insights that enable the Society to work effectively and make better decisions. Throughout the year Planning, Performance, Quality & Risk and the PMO have varying time pressures (e.g. planning cycle from August to November, quarterly KPI reports, and project timescales) Much of what the team does has an element of communication, coordination and organisation across the whole society. This is time intensive work and generally administrative in nature and hinders those with specialist expertise from fully making the impact they should, especially at busy periods. The Project Support Officer will: Communicate, gather and collate data as required from across the Society and be the team’s key point of contact for these data collections.
Schedule and help manage meetings, workshops and other key events organised by the team or where the team is a key participant.
Keep business case spreadsheets up to date, business cases submitted, results from the review panel disseminated
Maintain the business planning data
Maintain the risk and performance data base
Position in organisation The post will be based in the Strategic Planning and Resources Directorate as part of the Planning and Performance team and also supporting the Project Management team. The post holder will report to the Planning & Performance Manager and work closely with the Reporting & Analysis Manager and the Quality and Risk Manager to ensure that all administrative and project support duties are effectively managed. The post holder will also support the Project Management Office (PMO) to ensure that all data necessary for their reporting is collated and distributed in a timely manner.
Planning and Performance Project Support Officer, 14 Oct. 15
Dimensions and limits of authority Accountable for day to day delivery of administrative and data support tasks. Responsible for ensuring that data collections are completed to timetables and initial quality checks are completed. There is no line management or budgetary responsibility.
Duties and key responsibilities Communicate, gather and collate relevant data from across the Society and be the team’s key point of contact for these data collections: -
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track and check risk quality improvement plans to align with quarterly reporting cycle and the implementation of any new quality standards Chase outstanding actions from the risk and performance database Manage the creation, distribution and pre-population of planning workbooks Gather quarterly performance data and progress updates relating to the priority projects and KPIs Update the Project Roadmap which consists of chasing reports from all the listed project owners and incorporating onto the roadmap and maintaining the analysis spreadsheet to track reasons for status change and variation against forecast. Produce monthly analysis/commentary from the project analysis Ad hoc maintenance of the project toolkit documentation as directed by Head of PMO
Schedule and help manage meetings, workshops and other key events organised by the team or where the team is a key participant: -
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Organise meetings – including travel, meetings rooms, distribute papers and supplies for team members and keep abreast of their rolling and ad-hoc needs. Organise workshops for the planning, performance and risk and quality activities Ensure the team’s key projects are on senior and strategic management agendas when required Organise regional and directorate meetings on risk management and arrange, co-ordinate and minute standing forums – e.g. the Risk Reference Group, Business Case Reviews and Plan & Performance Group meetings Undertake printing of key documents for senior management meetings Undertake note-taking for workshops, team meetings and other relevant events.
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Team support: -
Keep business case spreadsheets up to date, business cases submitted, results from the Business Case Review panel disseminated Maintain the business planning data Respond to performance-related data requests, or undertake running basic reports
General Administration: -
Update intranet and key team communication channels for Planning and Performance / PMO Document and process team expenses
To undertake any other duties or projects commensurate with the nature and grade of this post as required. Additional responsibilities
Adhere to all the Society’s service standards, policies and procedures.
Comply with the data protection regulations, ensuring that information on clients remains confidential.
Responsible for personal learning and development, to support the learning and development of others and the whole organisation.
Work in a manner that facilitates inclusion, particularly of people with dementia.
Implement the Society’s health and safety policy and procedures, ensuring that all practices and procedures are undertaken in accordance with a healthy and safe working environment and that all staff and volunteers for whom you may be responsible are aware of their responsibilities in respect of their role, monitoring data and recommending action as required.
Administrate and organise own work to ensure that it is accurate and meets quality targets, reasonable deadlines and reporting requirements.
Follow the Society’s management information guidelines and requirements, including ensuring appropriate monthly measures on service usage levels are collected and submitted on the services database or other systems in accordance with deadlines
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Person specification All of the following requirements are essential, unless marked with a * when they are desirable, and will be assessed from a combination of information provided from the application form and interview process. Education and qualifications Good general level of education to A’ Level or able to demonstrate equivalent level of knowledge Skills and experience
Experience in using Microsoft office suite including Word, Excel and PowerPoint and able to select the most appropriate package for the task Good numerical skills Good understanding and experience in using Excel including managing datasets, creating simple formulas (eg addition, averages, percentages), creating charts and creating pivot tables Strong organisational skills Minute taking An understanding of the principles of project management methods (eg Prince2) is desirable
Personal attributes / qualities Ability to communicate with staff at a range of levels across the organisation Good timekeeping Ability to understand and prioritise a number of competing tasks A team player who can support others
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Value Based Behaviours Alzheimer’s Society has a value-based behavioural framework which brings our values to life in everything we do. The framework is applied across the full employment (and volunteering) life-cycle. This includes individual objectives, appraisals, performance management, reward and recognition and personal and professional development. You will be given a full copy of the framework if appointed, as part of your induction. For this role, the key value based behaviours you will need to evidence in your application and which will be assessed during the recruitment process are:
Understand what dementia is and talk about dementia in a positive way Fully engage with learning opportunities Use learning resources available to me other than training courses (eg video tutorials)
Consider positive solutions to problems I encounter Establish and maintain productive working relationships within and outside my immediate team Share information about my work with my colleagues (good and bad) Respect my working environment (including recycling, health and safety)
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