JOB DESCRIPTION JOB TITLE
Project Co-ordinator
DEPARTMENT REPORTS TO POST HOLDER GRADE
Policy & Support Programme Support Manager E Lower, Role Profile 3 (Secretarial and Administrative Job Family)
JOB PURPOSE To provide an effective administrative and technical project support service to the programme, project and contract activities of other E I & S Teams. To ensure the development and delivery of action plans and service level agreements and compliance with all agency processes. ORGANISATION CHART H e a d o f P o lic y & S u p p o rt T e a m S u p p o r t/ PA S tra te g y M a n a g e rs & P o li c y C o - o r d i n a t o r
S u b R e g io n a l E n g a g e m e n t M a n a g e rs P ro g ra m m e S u p p o rt M anager
P r o j e c t C o - o r d in a t o r
S u p p o rt T e a m Leader C o n tra c t M a n a g e rs
P r o je c t D e li v e r y M a n a g e rs
P r o je c t S u p p o rt
DIMENSIONS •
To provide support across E I & S (100 people) on specific projects/contracts
within a £110m p.a. programme.
•
To provide proactive support and guidance on a specific portfolio of projects in order to effectively deliver against agreed milestones, outcomes and expenditure.
PRINCIPAL ACCOUNTABILITIES • Provide Project Sponsors and Project/Contract Manages across E I & S teams with an effective support service to enable them to develop and deliver their projects and programmes.
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To support the preparation of procurement, appraisals and financial authorisation documentations and track their approval.
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To prepare contracts for sign-off including liaison with other internal specialists e.g. legal, state aid and external applicants.
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To check grant claims for expenditure output accuracy and supporting evidence and certify (via APTOS) for Project/Contract Managers to approve.
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To maintain PMS and other management information systems on behalf of Project/Contract Managers and ensure forecasts, milestones etc are accurate and consistent with operating guidelines.
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Provide a planning and tracking service for all contracts quarterly monitoring reviews, proactively managing delivery in line with Service Level Agreements, Contracts and action plans.
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Provide support and inputs to the E I & S performance management processes and management information systems, coordinating and preparing reports as directed by Programme Support Manager.
PLANNING AND ORGANISING • Manage and prioritise a diverse project related workload eminating from numerous colleagues, and from initial concept, ongoing monitoring & management, through to exit and evaluation. • Delivering management information to corporate timetable (monthly, quarterly and annually) • Assist EI & S colleagues as directed by Programme Support Manager DECISION MAKING • Quality assure data provided, with the outcome being precise, prior to entry onto PMS and circulation to PRG • Challenge Project/Contract Managers on inaccurate and or omitted information provided INTERNAL AND EXTERNAL RELATIONSHIPS • Develop operational relationships with E I & S teams and other Directorates e.g. Finance and Operations and external partners/applicants. KNOWLEDGE, SKILLS AND EXPERIENCE NEEDED
• • • • • • •
Range of good GCSE’s, or equivalent or relevant work experience Analytical and numerate to assimilate a diverse range of information and interpret and communicate its meaning Communicate effectively with a strong customer focus Experience of operating IT systems which manage budgets, payments, work programming. S Understanding of procurement and contracting processes and best practice. Methodical with attention to detail An assertive approach, i.e. to challenge senior colleagues to ensure their approach is compliant, would be desirable.
SPECIAL FEATURES WHERE DOES THIS ROLE NEED TO BE BASED Renaissance House, Warrington COMPETENCY PROFILE Building and Managing Key Relationships C Prioritises the building of effective relationships with key people o o o o
Has a focused proactive approach with regard to which relationships are invested in Resolves problems in relationships before they develop into dysfunction Takes a long term view with regard to which relationships are important Makes relationships with people who would not otherwise be readily social companions
Concern for Quality D Champions High Standards of Professionalism o o o
Promotes the importance of quality across the organisation. Introduces quality standards. Recognises and rewards improvements made by others to existing systems and processes.
Effective Influencing A Uses Direct Persuasion
o o o o
Uses arguments and reason when negotiating. Justifies solutions from a technical base. Effectively counters the arguments of others through thorough preparation and anticipation. Uses concrete examples, visual aids, demonstrations, etc.
Service Orientation D Builds a Partnership o o o
Has a relationship with customers based on a complex understanding of their needs and their inter-dependence Develops and amends services to meet the long term requirements of customers. Advises customers on ways in which they can assist and support them more effectively.
Thinking and Acting Ahead B Looks Ahead o o o o o
Anticipates obstacles not obvious to others and thinks ahead; takes action to avoid a crisis. Thinks ahead to identify opportunities to achieve better outcomes. Puts things in place now to avoid difficulties later. Prepares for all eventualities; draws up contingency plans. Predicts the future by reviewing past situations.
Engenders Trust B Acts with Tact and Diplomacy o o o o
Judges when matters are sensitive to others Able to raise difficult issues without unduly damaging working relationships Operates with discretion when having to handle difficult decisions Aware of what needs to be kept confidential without direct guidance
SELECTION AND ASSESSMENT Minimum process: Panel Interview Competency Assessment
JOBHOLDER SIGNATURE: IMMEDIATE SUPERVISOR/ MANAGER SIGNATURE: DATE:
Additional relevant process: Presentation Written report Group Exercise In-tray exercise Case Study