Junior Project Manager - Estates

Job title: Junior Project Manager - Estates
Grade: SO 2
Role code: EEL0320
Status: Police Staff

Main purpose of the role:

Management of small / minor works projects, coordinating & developing relationships with & between stakeholders and suppliers, ensuring business requirements are addressed & solutions implemented., also taking responsibility for and completing project tasks, tracking and reporting of progress, maintaining project files, analysing performance, producing reports and servicing project boards and teams in order to provide effective support and the delivery of projects within agreed timescales and budgets.

Main responsibilities:

• Take responsibility for managing identified small/minor works projects, ensuring the delivery of projects within time, cost and quality criteria by taking a methodical, positive and practical approach to project delivery, engaging with stakeholders and suppliers to ensure business needs are met.
• Assist in the day-to-day management of larger scale Estate Services projects, taking responsibility for completing allocated project tasks, producing performance and progress reports, keeping stakeholders (internal and external) updated with progress, tasking members of the project team when required and generally supporting the project team.
• Identifies, defines and assesses the management of project risks including time or cost over-runs or failures to deliver products that are fit for purpose, establishing the levels of risk and advises on tactical vulnerabilities, ensuring that appropriate and informed decisions can be made in relation to the threats and vulnerabilities facing the project.
• Create and maintain high quality, accurate and standardised project documents in line with Estate Services and Essex Police procedure.
• Maintain an accurate overview of Estate Services projects, being aware of potential conflicts between projects in relation to both resource and scope and identifying risks and issues when they occur.
• Develop good working relationships with key stakeholders both internally and externally to ensure the successful delivery of projects within time, quality and cost constraints.
• Keep up to date Lessons Learnt logs and archive project information to support future business case preparation, project development and project delivery, providing key information when required to improve service delivery.

Necessary experience:

The Junior Project Manager should hold A Level qualifications (or equivalent qualifications or experience) and must be able to evidence a proven track record in applying rationale to decision making.

Knowledge of Prince 2 Methodology is required as all elements of the projects rely on this foundation, along with an aptitude to work towards a relevant project management qualification ideally Prince 2 Practitioner but as a minimum Prince 2 Foundation.

The Junior Project Manager will have a knowledge of management principles for Small/Medium scale projects.

The Junior Estates Project Manager should understand the principles of managing supplier relationships successfully and have an understanding of the importance of appropriate implementation and training for end users.

The Junior Estates Project Manager must also be able to evidence a track record of successful third party management. They will be proficient in the principles, methods, techniques and tools for the effective management of projects from initiation through to implementation, including methods and techniques for managing contracts to ensure that suppliers adhere to agreed contract requirements.

The Junior Estates Project Manager will be proficient in methods and techniques associated with planning and monitoring progress of projects including product/work breakdown structures, baselining, critical path analysis, earned value, resource analysis, conflict resolution, having a high level of competence in IT.

The Junior Estates Project Manager must be able to identify, assess and manage project risks, which could result in time or cost over-runs, or failure to deliver products which are fit for purpose.

The post holder will be required to travel within and outside the Essex Police districts for which access to a vehicle for work purposes is required. Flexible working hours are required to meet the needs of the business.

Personal attributes for the Junior Project Manager include excellent communication, presentation and interpersonal skills, exceptional self- organisation, enthusiasm, self-motivation, pro-activity, flexibility and being skilled in the co-ordination and prioritisation of works across the Estate Services Portfolio.

Behaviours:

Analyse Critically (Level 1)

I recognise the need to think critically about issues. I value the use of analysis and testing in policing. I take in information quickly and accurately. I am able to separate information and decide whether it is irrelevant or relevant and its importance. I solve problems proactively by understanding the reasons behind them, using learning from evidence and my experiences to take action. I refer to procedures and precedents as necessary before making decisions. I weigh up the pros and cons of possible actions, thinking about potential risks and using this thinking to inform our decisions. I recognise gaps and inconsistencies in information and think about the potential implications. I make decisions in alignment with our mission, values and the Code of Ethics.

Collaborative (Level 1)

I work cooperatively with others to get things done, willingly giving help and support to colleagues. I am approachable, and explain things well so that I generate a common understanding. I take the time to get to know others and their perspective in order to build rapport. I treat people with respect as individuals and address their specific needs and concerns. I am open and transparent in my relationships with others. I ensure I am clear and appropriate in my communications.

Deliver, Support and Inspire (Level 1)

I take on challenging tasks to help to improve the service continuously and support my colleagues. I understand how my work contributes to the wider police service. I understand it is part of my collective responsibility to deliver efficient services. I take personal responsibility for making sure that I am working effectively to deliver the best service, both individually and with others. I am conscientious in my approach, working hard to provide the best service and to overcome any obstacles that could prevent or hinder delivery. I support the efficient use of resources to create the most value and to deliver the right impact. I keep up to date with changes in internal and external environments. I am a role model for the behaviours I expect to see in others and I act in the best interests of the public and the police service.

Emotionally Aware (Level 1)

I treat others with respect, tolerance and compassion. I acknowledge and respect a range of different perspectives, values and beliefs within the remit of the law. I remain calm and think about how to best manage the situation when faced with provocation. I understand my own emotions and I know which situations might affect my ability to deal with stress and pressure. I ask for help and support when I need it. I understand the value that diversity offers. I communicate in clear and simple language so that I can be easily understood by others. I seek to understand the thoughts and concerns of others even when they are unable to express themselves clearly.

Innovative and Open-minded (Level 1)

I demonstrate an openness to changing ideas, perceptions and ways of working. I share suggestions with colleagues, speaking up to help improve existing working methods and practices. I constantly reflect on my own way of working and periodically review processes and procedures for continuous improvements. I adapt to change and am flexible as the need arises while encouraging others to do the same. I learn from my experiences and do not let myself be unduly influenced by preconceptions.

Take Ownership (Level 1)

I actively identify and respond to problems. I approach tasks with enthusiasm, focusing on public service excellence. I regularly seek feedback to understand the quality of my work and the impact of my behaviour. I recognise where I can help others and willingly take on additional tasks to support them, where appropriate. I give feedback to others that I make sure is understandable and constructive. I take responsibility for my own actions, I fulfil my promises and do what I say I will. I will admit if I have made a mistake and take action to rectify this. I demonstrate pride in representing the police service. I understand my own strengths and areas for development and take responsibility for my own learning to address gaps.

Values:

Impartiality (Accredited)

I take into account individual needs and requirements in all of my actions. I understand that treating everyone fairly does not mean everyone is treated the same. I always give people an equal opportunity to express their views. I communicate with everyone, making sure the most relevant message is provided to all. I value everyone's views and opinions by actively listening to understand their perspective. I make fair and objective decisions using the best available evidence. I enable everyone to have equal access to services and information, where appropriate.

Integrity (Accredited)

I always act in line with the values of the police service and the Code of Ethics for the benefit of the public. I demonstrate courage in doing the right thing, even in challenging situations. I enhance the reputation of my organisation and the wider police service through my actions and behaviours. I challenge colleagues whose behaviour, attitude and language falls below the public's and the service's expectations. I am open and responsive to challenge about my actions and words. I declare any conflicts of interest at the earliest opportunity. I am respectful of the authority and influence my position gives me. I use resources effectively and efficiently and not for personal benefit.

Public Service (Accredited)

I act in the interest of the public, first and foremost. I am motivated by serving the public, ensuring that I provide the best service possible at all times. I seek to understand the needs of others to act in their best interests. I adapt to address the needs and concerns of different communities. I tailor my communication to be appropriate and respectful to my audience. I take into consideration how others want to be treated when interacting with them. I treat people respectfully regardless of the circumstances. I share credit with everyone involved in delivering services.

Transparency (Accredited)

I ensure that my decision-making rationale is clear and considered so that it is easily understood by others. I am clear and comprehensive when communicating with others. I am open and honest about my areas for development and I strive to improve. I give an accurate representation of my actions and records. I recognise the value of feedback and act on it. I give constructive and accurate feedback. I represent the opinions of others accurately and consistently. I am consistent and truthful in my communications. I maintain confidentiality appropriately.

Technical skills:

Budget Management (Level 4)

Accountable for and capable of managing a set budget. Fully conversant with financial regulations, processes and procedures and the responsibilities placed upon the budget holder. Capable of and responsible for authorising expenditure from a local budget and aware of the implications of certain courses of action. Can make budgetary decisions having given due consideration to best value.

Customer Services (Level 4)

Able to identify and interpret more complex problems affecting customers. Suggests improvements in customer services and generates solutions on behalf of customers, taking the necessary action to deliver these solutions. Regularly provides enhanced and high level customer service. Demonstrates the ability to select information for communication to customers and improve the flow of information between the organisation and customers. Actively seeks opportunities for improving working relationships.

Estates - Capital (Level 3)

Possesses a sound working knowledge of Capital issues, including financial procedures, contract management, surveying skills and project stages. Is able to supervise subcontract staff and respond to the majority of operational queries.

Estates - Management (Level 3)

Possesses a sound working knowledge of property related issues, including financial procedures, issues of leasing, owning and managing properties. This includes a good general knowledge of related legislation and procedures. Is likely to be pursuing professional qualification, enhanced by acquired knowledge in estates management issues.

Estates - Revenue (Level 3)

Possesses a sound working knowledge of estates revenue issues, including financial procedures, contract management, surveying skills and project stages. Is able to supervise subcontract staff and respond to the majority of operational queries. Able to initiate and project manage revenue building projects.

Health and Safety (Level 4)

Has received Supervisor training and takes responsibility for the safety of directly subordinate staff and visitors. Understands the procedures in place for the safe storage of hazardous substances, fire precautions and evacuation. Resolves hazards or problems identified within roles or work environments. Undertakes skills passport assessments for new and existing staff. Re-assesses passport as and when new equipment /technology is introduced.Completes annual reviews of skills passports, training needs analysis.

Information Gathering and Analysis (Level 4)

Is able to identify reliable and appropriate sources of information and select methods of gathering information which are efficient and effective. Has a working knowledge of legislation and policy relevant to the collection, recording, storage and distribution of information.

Knowledge of Police Environment and Policy (Level 4)

Displays a general appreciation of changes affecting the police service. Understands the inter-relationships between the roles of the various Operational and Support activities, and how organisation structures and police systems work. Possesses a detailed understanding of working procedures, practices and policies relevant to the current role and the roles of subordinates and ensures that these are followed at all times. Is clear about Force goals and effectively contributes to local business plan objectives.

Management of Police Information (MOPI) (Level 3)

Has a basic understanding of the APP for Information Management (incorporating MOPI guidance) and its practical application. Recognises when there is a policing purpose to record information. Is familiar with the NPCC Retention Schedule. Takes personal responsibility to ensure information is recorded accurately and is retained for as long as it has a policing purpose and is stored in such way to allow it to be accessed by those with legitimate reason. Securely disposes of material which no longer has a policing purpose. Has successfully completed all standard relevant Information Management and Security, training package(s). Accurate use of Government Security Classification (GSC). Ensures physical and digital records are stored with appropriate security relevant to the sensitivity of the documents.

Office Organisation (Level 4)

Fully conversant with organising an office and able to develop working practices which impact on productivity. Able to adapt and innovate so that the office environment contributes to increased efficiency and effectiveness. Can plan and control office activities to meet objectives. Able to prepare and present management information which facilitates action. Effectively evaluates information/products and makes recommendations on following a course of action.

Office Technology (Level 4)

Demonstrates advanced skills in the use of one or more office software products Able to use these packages to enhance the quality or presentation of work required within the role. Manages data files and file structures. Provides on the job training and guidance to other staff in the use of specific or specialist software, if required. Familiar with established IT rules and protocols and shows a good understanding of data protection requirements.

Procurement - Contracting (Level 2)

Understanding of this technical skill needs updating to give the post holder a sound basis to perform the requirements of the role. Needs further time in the role to gain experience under tuition and guidance to successfully apply this technical skill to the required level. Support and development in this area is necessary for successful application of these standards in practical situations.

Project Management (Level 4)

Capable of demonstrating a practical knowledge of project management principles and techniques. Able to define, plan and manage projects within a Department or Division. Recommends and agrees project objectives, timescales and budget with the appropriate senior officer. Leads a small team from within the Department or Division. Able to identify resources required and their appropriate role and skills. Monitors costs and milestones and proactively reports exceptions to next tier management. Has some knowledge of risk management Able to deliver small projects on time and within budget. Understands the principles of benefits management.

Research Techniques (Level 4)

Has a thorough understanding of research methods and is able to fully utilise these for a range of research projects. Able to analyse reports and data produced by other individuals/ organisations and extract relevant details to support the project in hand. Produces a range of options for consideration. Aware of the financial, organisational and service delivery implications of options.

Risk Management (Level 4)

Able to anticipate risks likely to affect the team's ability to execute their function, in terms of likelihood and impact, and assesses how the challenges facing the wider organisation might affect their team and their objectives. Has an understanding of pathways to alert local managers to flawed or ineffective operational control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks.