Project Manager - Estates
Job title: Project Manager - Estates
Grade: PO 2
Role code: E40857
Status: Police Staff
Main purpose of the role:
Oversees, plans and manages all aspects of the delivery of Estate led projects within Essex, line manages resources and ensures that business requirements are understood and documented and that the solutions are implemented to the required quality, within approved budgets and timescales in order that optimum operational and business benefits are delivered. Provides professional consultancy for business reengineering processes in both Forces and identifies areas for more efficient and effective methods of working.
Main responsibilities:
- Coordinates, facilitates and runs continuous improvement events using Lean or similar techniques for the business areas in scope to identify more efficient and effective methods of working in order that significant savings can be harnessed through collaborative ventures.
- Deliver the project using PRINCE 2 methodology, effective project management techniques, business process mapping and tools, documentation and visual aids, in order to deliver change within the constraints of legislative and organisational structures and resolve inefficiencies, issues and problems as identified by senior sponsors.
- Maintains effective project reports to monitor and control progress and the allocation of human and material resources, revenue and capital costs against the project budget, ensuring that change control procedures are in place and that they are used proactively in order to assess the effect of changes on the projects costs, timescales and resources and thus keep the project within agreed tolerances.
- Organises Project Boards and working groups, attending appropriate meetings, prepares and delivers strategic reports, briefings and/or presentations to Chief Officers, senior managers, external agencies and suppliers as appropriate and in order to draw attention to the performance of the project.
- Provides expert consultancy and advice on the delivery of the project, to combine status, progress analysis and projections to track project progress and make sure that stakeholders have clarity about how to manage the project going forward.
- Builds and maintains professional stakeholder (internal and external) relationships in order to influence, promote and support the delivery of the project in order for the project to overcome problems arising that might otherwise cause project delays or increased expenditure.
- 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, preparing risk reports for the Project Board ensuring that appropriate and informed decisions can be made in relation to the threats and vulnerabilities facing the project.
February 2018
Necessary experience:
The Estates Project Manager should have a degree (or equivalent qualifications or experience) and must be able to evidence at least two years proven track record of successful project delivery, experience in Estate project management would be beneficial.
The Estates Project Manager should have a relevant project management qualification ideally Prince 2 Practitioner but as a minimum Prince 2 Foundation. Programme management skills/qualifications such as MSP Foundation are desirable.
The Estates Project Manager will have a proven track record of successful management of Small/Medium scale projects in an end user environment and be able to demonstrate experience of the Estates environment and unique challenges. The Estates Project Manager should be able to evidence a track record of managing supplier relationships successfully and have an understanding of the importance of appropriate implementation and training for end users.
The Estates Project Manager must also be able to evidence a track record of successful third party supplier 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 Estates Project Manager will be expert 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 etc.
The 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. Flexible working hours are required to meet the needs of the business.
Personal attributes for the Estates 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 2)
I ensure that the best available evidence from a wide range of sources is taken into account when making decisions. I think about different perspectives and motivations when reviewing information and how this may influence key points. I ask incisive questions to test out facts and assumptions, questioning and challenging the information provided when necessary. I understand when to balance decisive action with due consideration. I recognise patterns, themes and connections between several and diverse sources of information and the best available evidence. I identify when I need to take action on the basis of limited information and think about how to mitigate the risks in doing so. I challenge others to ensure that decisions are made in alignment with our mission, values and the Code of Ethics.
Collaborative (level 2)
I manage relationships and partnerships for the long term, sharing information and building trust to find the best solutions. I help create joined-up solutions across organisational and geographical boundaries, partner organisations and those the police serve. I understand the local partnership context, helping me to use a range of tailored steps to build support. I work with our partners to decide who is best placed to take the lead on initiatives. I try to anticipate our partners' needs and take action to address these. I do not make assumptions. I check that our partners are getting what they need from the police service. I build commitment from others (including the public) to work together to deliver agreed outcomes.
Deliver, support and inspire (level 2)
I give clear direction and expectations, helping others to understand how their work operates in the wider context. I identify barriers that inhibit performance in my teams and take steps to resolve these, enabling others to perform. I lead the public and / or colleagues, where appropriate, during incidents or through the provision of advice and support. I ensure the efficient use of resources to create the most value and the right impact within my areas. I keep track of changes in the external environment, anticipating both the short and long term potential implications for the Police Service. I motivate and inspire others to achieve their best.
Emotionally aware (level 2)
I consider the perspectives of people from a wide range of backgrounds before taking action. I adapt my style and approach according to the needs of the people I am working with, using my own behaviour to achieve the best outcome. I promote a culture that values diversity and encourages challenge. I encourage reflective practice among others and take the time to support others to understand reactions and behaviours. I take responsibility for helping to ensuring the emotional well being of those in my teams. I take the responsibility to deal with any inappropriate behaviours.
Innovative and open-minded (level 2)
I explore a number of different sources of information and use a variety of tools when faced with a problem and look for good practice that is not always from policing. I am able to spot opportunities or threats which may influence how I go about my job in the future by using knowledge of trends, new thinking about policing and changing demographics in the population. I am flexible in my approach, changing my plans to make sure that I have the best impact. I encourage others to be creative and take appropriate risks. I share my explorations and understanding of the wider internal and external environment.
Take ownership (level 2)
I proactively create a culture of ownership within my areas of work and support others to display personal responsibility. I take responsibility for making improvements to policies, processes and procedures, actively encouraging others to contribute their ideas. I am accountable for the decisions my team make and the activities within our teams. I take personal responsibility for seeing events through to a satisfactory conclusion and for correcting any problems both promptly and openly. I actively encourage and support learning within my teams and colleagues.
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 5)
Knows how to access and request routine financial management information, to inform decision making. Considers alternative courses of action having discussed the financial implications with the budget manager. Is able to produce costed options for consideration by the budget holder.
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 - 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 5)
Has received training which enables the effective completion of risk assessments and Health and Safety inspections of premises. Identifies defects or hazards and takes action to resolve any apparent health and safety issues within an area or department. Fully accepts responsibility for the safety of members of staff, as well as visitors and contractors. Monitors the application of health and safety related procedures for the area or department. Possession of a certificate level qualification in Health and Safety is desirable.
Knowledge of Police Environment and Policy (Level 5)
Has a thorough understanding of the police service, nationally and locally, and is proactive in developing proposals which affect the way Kent Police and/or Essex Police operates. Possesses a detailed understanding of the inter-relationships between activities, roles, functions, and how organisation structures and police systems work. Understands and impacts on working procedures, practices and policies within areas of responsibility and ensures that these are followed at all times. Contributes to Force goals and is laccountable for delivering local business plan objectives.
Management of Police Information (MOPI) (Level 5)
Has sufficient understanding of the NPCC records management policies be able to offer appropriate guidance and support to staff. Is able to identify the appropriate MOPI group for any record with a policing purpose and ensure that all policing records within the team are retained, reviewed or destroyed in line with the MOPI codes of practice. Quality assures staff to ensure a full understanding and compliance with the APP for Information Management (incorporating MOPI guidance), highlighting failings and taking appropriate action as required. Ensures training and / or refresher training is provided and completed. Ensures that systems are correctly linked together to ensure effective management and recording of information across systems. Appropriately reviews digital information held on system(s) and physical records in storage to ensure that they are retained only where there is a policing purpose. Complies with relevant policies and procedures in respect of prioritisation, sanitisation, dissemination, shari g, relevancy, accuracy, adequacy and timeliness.
Project Management (Level 5)
Able to initiate project plans and procure resources for projects which span Division or Departmental boundaries. Able to use estimating techniques and develop risk management approaches. Demonstrates an in depth and practical understanding of how to maximise the effectiveness of project teams. Able to prioritise activities within the project. Effectively controls costs and project budgets. Able to liaise with business sponsors and fully understands the business issues and impact on benefits management.
Risk Management (Level 5)
Able to anticipate, accurately define and establish the relative level of risk likely to affect their specialist function, in terms of likelihood and impact, together with how the challenges facing the wider organisation might affect their role within the force. Assesses the risks of national initiatives providing feedback at the relevant level. Has an understanding of pathways to alert all appropriate senior managers to flawed or ineffective control strategies and provide continuity/recovery options. Has an appreciation that seizing opportunities also generates risks.