Job title: Programme and Project Officer Grade: SO 1 Role code: EIT0036 Status: Police Staff
Main purpose of the role:
Provide support and guidance on programme and project management processes, procedures, tools and techniques, including the delivery of a local project financial management service, to project managers and their teams, producing resource, cost and exception plans, 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.
Provide information and assistance on programme and project planning processes to the IT Programme Delivery and Portfolio Management Team, monitoring and updating documentation and processes, including prioritising tasks, estimating future requirements, and escalating issues to the Programme & Project Office Manager / Project Managers, to ensure that projects deliver on time, to budget and quality standards.
Manage and advise on project budgets on a daily basis, monitor expenditure and income, arrange re-charging for services as appropriate, supporting the project managers to provide professional reporting to relevant governance boards, identifying and highlighting opportunity costs/savings for discussion with the Programme and Project Management Office Manager and budget holder, ensuring that budgets are operated in accordance with the forces financial policies and procedure.
Plan and prepare briefings and communication media, co-ordinate meetings, track resulting actions, maintain and administer the project change control processes, record and communicate requests within the Project Teams, integrating changes to the projects scope as appropriate, in order to implement and maintain efficient and effective support and control within the project management framework for Kent Police and/or Essex Police.
Assist project managers and the business relationship/pipeline function with creating business cases, record, track and report on the progress and performance of projects, including those performed by third parties, maintain programme and/or project files in order to provide timely and accurate information to project boards, project assurance teams and quality review meetings.
Compile projected outturn statements, undertaking commitment accounting on a day to day basis, monitoring and profiling expenditure, reporting concerns and exceptions, applying appropriate controls and ensuring that IT project budgets are accurate and up to date, in order to support the delivery of projects within agreed timescales and budgets.
Provide statistical and budgetary information for the IT Programme Delivery Manager and Project Managers with monthly budget positions, highlighting any problems, producing monthly download reports from the financial system, in order that that project teams are fully informed of expenditure trends and budget controls, ensuring that Kent Police and Essex Police IT projects are adhering to financial constraints
Develop and produce administrative processes, detailed work breakdown structures and project networks from supplied planning and actual data, using spreadsheet and project management software, maintain project performance metric data and estimating models and provide for planned and updated project and summary reports, including cost and resource breakdowns, in order to deliver high quality information, recording systems and project support to Project Teams.
Assist with the preparation of programme and project management documentation, including Demand Plans, Project Initiation Documents, Plans, Product Breakdown Structures, Product Descriptions, Work Packages, compile project-related information, overviews, highlight reports, stage plans and exceptions, ensuring that project documentation conforms to quality standards.
Management vetting required.
The Programme and Project Officer will ideally be qualified to ISEB / BCS Programme & Project Support Office Advanced Certificate (or equivalent) and be proficient in the use of MS Office products (Project,Word, Powerpoint, Viseo, Excel & Outlook). ITIL Foundation Qualification/NVQ in Business Management is desirable for the role. Possession of SFIA Skill Programme and Project Support Office at level 4 is required.
They will have at least 2 years experience in a project support or project officer role. The post holder will need to be proficient in project planning and preparation of project-related use and maintenance of a variety of complex record keeping systems.
The Programme and Project Officer will be skilled in project progress monitoring and recording, including methods and techniques for reporting progress and financial compliance against an agreed plan. They will possess a good knowledge of methods and techniques associated with planning and monitoring progress of projects and the principles, methods, techniques and tools for the effective management of projects from initiation through to implementation (PRINCE2). The post holder must have understanding of setting, forecasting and managing. Experience of assets management in relation to Capital would be desirable. Knowledge of Police Financial Regulations is necessary. The post holder must have the ability to research, assimilate and interpret available information. A practical understanding of financial accounting systems is essential. Knowledge of SAP would be an advantage The post holder will be familiar with the disciplines of technical and resource planning (including estimating methods), lifecycles and st ndards, risk management, change management, configuration management, quality management systems, project monitoring and control, project accounting, exception planning, contingency planning, tracking benefit attainment or value management.
They must be enthusiastic, self-motivated, able to work on their own initiative, possess good organisational skills, accuracy and attention for detail, applying quality standards to all tasks undertaken and ensuring that nothing is overlooked. This will be combined with a methodical approach to work.
Good communication skills, including report writing and interpersonal skills are an essential requirement of this post. They must have the ability to communicate with a wide range of people, both internally and externally. The post holder will have the ability to adapt to change, show a positive attitude towards new ways of working and be flexible in their approach to work. A broad understanding of the policing and IT environment is essential.
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.
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.
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.
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.
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.
Business Planning (Level 3)
Able to effectively contribute to the business planning process within a Division / Department. Demonstrates a broad understanding of the requirements of Force business planning and value for money. Identifies and recommends local objectives and targets for inclusion in the Division / Department plan. Takes responsibility for monitoring these and ensuring they are achieved.
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.
Health and Safety (Level 3)
Has a basic understanding of Health and Safety issues affecting the current role and working environment. Takes responsibility for personal safety and the safety of others. Aware of hazards and reports problems identified to line manager. Understands and minimises the physical risk of injury through the use of proper manual handling procedures.
Information Management and Technology (Level 4)
Can conduct basic computer searches and can correctly interpret data generated. Can create and amend records, according to role requirement. Knows established rules and protocols. Understands impact of data quality, and is self-monitoring on data quality issues.
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 4)
Full compliance with Level 3. 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 and has working understanding of appropriate National Retention Schedules. Is able to quality assure own records management processes as well as those of any staff for whom they have supervisory responsibility. Is aware of where to seek further support in relation to Records management within force when necessary. If nominated as an Information Asset Assistant is familiar with the NPCC Information Asset Owners Handbook.
Project Management (Level 3)
Demonstrates an understanding of the key principles of project management. Able to assist in the management of projects within a Department or Division where the objectives, milestones and timescales have already been defined and manpower resources are limited. Will need project management support.
Risk Management (Level 3)
Demonstrates an awareness of personal risk management issues, challenges or difficulties likely to affect the post holder in the execution of their duties. Able to anticipate risks likely to affect their work and knows how to communicate the likelihood and possible impacts of such events to line managers or supervisors.