Job Profile Job Title: Project Management Officer Date Completed: 1st August 2014 Job Reference Number: Tier 5 (T5STC042) Job Band: Band 4, Tier 5 Functional Area: Information Services Accountable to: Head of IS projects Job Dimensions: Whilst the post does not have line manager responsibilities’ they will be deputising for the line manager in their absence. The role is not responsible for managing budgets; however they are responsible for managing costs to meet project requirements.
The Role: To support IS Programme/Senior Project Managers and Project Managers to deliver their projects and programmes. To manage the delivery of small uncomplicated projects. To provide practical support and advice on project management methodologies across Information Services and ECC.
Job Purpose Summary: Supporting a Project or Programme Manager.
This issue: 01 October 2013
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Key Responsibilities and Accountabilities: To provide support within an agreed remit: • To draft project governance documentation for the Project or Programme manager to approve, and assist them through the governance process as required. • To scope, research and cost different options, in order to support Project or Programme Managers to produce business cases. • To monitor project progress with respect to time, cost quality and scope. • To advise on progress being made and any corrective action taken to ensure milestones are achieved and deliverables are of the correct quality. • To pro-actively seek out information to enable accurate and timely reporting to the Project or Programme Manager, such that issues are identified early and prompt actions taken for resolution or escalation. • To ensure required actions are recorded and progressed as agreed, escalating issues to the Project or Programme Manager, or where needed, directly to the Portfolio Manager. • To provide project status reporting information for a Project or Programme Manager to present to their Portfolio Manager. • To facilitate project meetings, workshops and reviews, preparing presentations as required. • To deputise, in the short-term only, for an absent Project or Programme Manager. • To develop and maintain effective communication and engagement with all stakeholders. • To liaise with the Business Owner and other key stakeholders as directed by the Project or Programme Manager. • To create and maintain project management documentation to appropriate standards including: project plans (in Microsoft Project or equivalent), management reports, and risk, issue and change logs. • To ensure that information is organised in a systematic fashion to enable auditors/inspectors to perform an audit trail through a project’s life-cycle. • To act as custodian of all master copies of project products. Supporting a Portfolio Manager: • To gather, produce and present status reporting information for a number of projects or programmes. • To undertake a quality assurance role with regards to project or programme delivery, and advising the Portfolio Manager as to the issues raised. Running small projects: • To take responsibility for delivering small projects as required, under the guidance/authority of a senior manager, ensuring adherence to all IS requirements throughout the project life-cycle. IS Programme/Project Development: • To provide advice and support on project management techniques. • To develop and implement project/programme management tools to support the TSU to deliver an effective and efficient service within ECC. • To perform independent reviews of projects/programmes (peer reviews) to ensure that standards are being followed in an acceptable manner. Other: • To ensure all aspects of Essex County Council’s policies and procedures are adhered to. • To maintain a sound understanding and awareness of new and emerging project/programme management methodologies to ensure that project governance and management processes reflect best industry practice.
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To undertake CPD. Health and safety To mentor other members of the team where required To take on any other activity that could be reasonably expected of the role holder Required to be independently mobile throughout Essex.
Non Line Manager Core Accountabilities •
Understand the needs of your customers and deliver the best possible outcomes through exemplar behaviour in accordance with ECC’s Values and Core Organisational Behaviours.
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Work flexibly and collaboratively across structural boundaries in support of key outcomes.
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To contribute to development of organisational capability by taking ownership of your own training and development, including identifying and taking part in training and development activity and responding to feedback on performance.
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Thinking creatively, challenging the norms, and constructively challenging those around them (including those more senior) to ensure continuous improvement and commercial astuteness, and inspire the same in colleagues.
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Take responsibility for identifying and actioning areas of risk including Health and Safety and Business Continuity.
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Work as part of project or process teams as required under the new operating model, ensuring excellent cross functional output.
Knowledge, Skills and Experience (maximum 10): • • • •
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A relevant degree and/or alternative professional qualification, or equivalent by experience. Evidence of Continuing Professional Development Experience of working in a successful change management environment and of using structured project methodologies. Can demonstrate a theoretical knowledge and understanding of the technical, behavioural and contextual elements of project management as could be practised within a project and can evaluate their value to projects. Level 2: Able to use the following skills where minor discretion is required in resolving unexpected/non-routine problems in respect of: − Project lifecycles, governance. − Methods and procedures. − Information management and reporting. − Configuration management.
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Level 3: Good skill level, able to use discretion to resolve unexpected/non-routine problems and can identify when issues need to be escalated in respect of: − IT skills (including Word, Excel, PowerPoint, and Project) − Communication and team work.
Non Essential Level 1; Basic/routine use of the skill would need assistance to resolve unexpected/non-routine problems in respect of: − Project delivery
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Competencies and Behaviours: The postholder must behave in accordance with ECC’s Values and Behaviours. Non Leadership Behaviour Matrix. These behaviours are intended for ECC team members and independent contributors. SECTION BELOW APPLICABLE FOR BANDS 1-5 WITHOUT LINE MANAGEMENT OR MANAGEMENT RESPONSIBLITY. CLEAR •
By being clear about my role and the service that I provide, I help ECC deliver successful outcomes for the Essex community.
ACCOUNTABLE •
By taking personal responsibility for my actions and the achievement of my objectives, I understand how I contribute to improving ECC’s performance.
INNOVATE •
By being open to change and putting forward my ideas to adapt and improve services, I play a role in improving ECC’s performance.
TRUST •
By building trusting relationships with my team and ECC’s customers I contribute to the success of my team and of ECC.
CUSTOMER CENTRIC •
By understanding and delivering against the needs of my customers, I help to deliver the best possible outcomes for the wider Essex community.
DELIVER
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By consistently meeting or exceeding quality standards, deadlines and achieving my personal goals, I help my team to deliver effective services to the wider Essex community.
DRIVE •
By taking the initiative to get my job done I contribute to the success of my team and ultimately improve outcomes for the Essex community.
SELF-AWARENESS By understanding my own personal style and how this affects how I behave, I find the best way to work with my colleagues and customers.
Work Style: Office based. An office based employee will spend most of their working time at a desk. They will rarely attend meetings and are unlikely to be away from the office. They may, however, work flexibly on an infrequent/ad-hoc basis. Flexible office based. A flexible office based employee will have a main base but will either attend regular meetings, and/or work flexibly on a more frequent basis. Mobile. A mobile employee has a nominated ECC base but spends at least 50% of their time working flexibly. Home based. A home based worker has no nominated ECC base and spends at least 80% of their time working at home.
Safeguarding: Essex County Council is committed to safeguarding and promoting the welfare of children and vulnerable adults, and expects all employees and volunteers to share this commitment. Role Requirement: This role does not require a DBS (CRB) check.
JP Owners
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Pre-employment Checks: Role Requirement: Not working with children or vulnerable adults, in a specified place or in a specified post. Pre-Employment Check
Definition
Self Declaration (Unspent convictions only)
A declaration of unspent convictions must be completed by all employees who do not work directly with vulnerable adults or children.
References
A minimum of two employer references will be required one of which must be the last employer. Any gaps of 4 weeks or more will be explored by the manager at interview stage. Where requested by the manager additional character references will be taken up.
Medical
All new recruits are required to complete a medical health declaration.
ID/ Eligibility to work in the UK
Proof is required in line with UK Visa and Immigration requirements and original documentation will be sought i.e. passport or full birth certificate.
Regulatory qualifications and professional registration (subject to role)
Original qualification certificates and proof of registration with a professional body is required (if applicable).
Protocol Check (SCF - Children’s Social Care Team only, now known as Family Operations)
A check against the individuals name on the Social Care electronic database will be administered.
Safer Recruitment Consultant
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