- Job Purpose
1.1 To support the coordination, planning, control and delivery of projects and programmes by collecting and maintaining programme data in a consistent form
1.2 To provide a range of support to the Transformation and Improvement team by developing and maintaining processes and systems to successfully drive the projects and programmes forward, using effective monitoring methodologies to achieve successful outcomes on time and within budget
1.3 To improve the planning and delivery process of a range of other major programmes within Children's Services as allocated by the Programme Manager
1.4 To work with members of the project team and stakeholders at all levels of the organisation, to help deliver programme outcomes
1.5 To provide support to the Programme Manager as required in the development and establishment of a children's services programme office
- Principal Accountabilities
2.1 Carry out a wide range of project support functions including developing and maintaining project plans, risks registers, issue logs, change control records and reporting systems.
2.2 Responsible for collecting, chasing and maintaining information, and developing a records library ensuring documentation is filed on shared networks such as SharePoint.
2.3 Carry out research, benchmarking exercises, audits and data collection and analysis relevant to the project, to inform the decision-making process and assist with adopting best practice across the organisation.
2.4 Advise and assist the project team on the use of project plans, documentation, and recording and reporting standards, monitoring compliance and advising on appropriate action as needed.
2.5 To contribute to the preparation of reports for various governance boards, by liaising with key contacts and stakeholders to gather relevant information and statistics.
2.6 Responsible for preparing documents, presentations, project reports, arranging meetings and events, taking minutes and monitoring and following up on actions, to ensure the smooth operation of the project.
2.7 Implement agreed regular process-reporting mechanisms for all projects and thereby monitor the routine progress of projects and assist the programme/project manager in the preparation of relevant reports.
2.8 Identify where cross-project dependencies exist and track/monitor these in support of the programme/project manager.
2.9 Create and maintain filing and document management systems, regularly reviewing and updating these, introducing changes to make systems more effective and ensure that all documentation can be readily retrieved.
2.10 Attend meetings with members of the project team and key stakeholders throughout the project lifecycle, sharing data, findings following research, taking notes and following through on actions assigned to you or team members.
2.11 Deal with queries from members of the project team, managers and staff in a timely and customer focussed manner. Assist with the preparation of presentations, project documentation and all staff communications as required.
2.12 Monitor project schedules and budgets, prepare progress reports, and regularly liaise with key internal and external stakeholders in order to maintain information flow and to build effective working relationships.
2.13 Carry out relevant follow up work from meetings, advising staff of their allocated actions and follow up and escalate to the Project Manager if needed.
Knowledge and understanding of project/programme management methodologies, tools and techniques
Familiar with the project development life cycle
and typical problems associated with the implementation of organisation wide projects and programmes
Able to command the respect of colleagues and stakeholders through demonstrating a professional approach to work
High degree of computer literacy, including intermediate knowledge of the MS Office Suite, experience of using project management software and the ability to learn new programs quickly
Strong analytical skills with experience of carrying out research, producing reports and using findings to inform improvements
Good interpersonal skills with experience of developing successful working relationships with team members and stakeholders at all levels
Excellent organisational skills, flexible and adaptable, with experience of delivering to tight deadlines without compromising on quality
Exceptional communication skills, both written and verbal with the ability to listen actively to stakeholders