Job title: Project Manager - Small Works Grade: PO 1 Role code: EIT0034 Status: Police Staff
Main purpose of the role:
Plan and manage the implementation of small tactical IT based projects within Kent and/or Essex Police, including the delivery of systems against benefit related requirements, co-ordinating and developing relationships with and between stakeholders and suppliers, ensuring that the product is implemented within approved budgetary provision and timescales, in order to maximise the effective use of information systems and deliver optimum operational and business benefits.
Plan and manage small scale IT projects, including all stages of project implementation on a day to day basis, in line with the current Force IT Processes and Project Management Methodology, using effective project management techniques within a PRINCE2 environment, monitoring and chasing progress and participating in post project review, so as to achieve the successful realisation of policing and business benefits.
Prepare project documentation, including project initiation documents, briefs, stage plans, highlight reports, stage reports and end stage reports within a PRINCE2 environment, to ensure the delivery of appropriate products to the required quality standards.
Undertake the initial analysis of current and required systems, customising project management methodology to smaller projects, in conjunction with the Project and Programme Management Office Manager, identifying problems and evaluating working practices and procedures, in order to ensure the quality of products and results required by the Forces.
Identify, define and assess the management of project risks, including time or cost over-runs or failure to deliver products fit for purpose, reporting on areas of risk and making recommendations for taking issues forward, ensuring that appropriate and informed decisions are taken in relation to threats and vulnerabilities in respect of assigned projects.
Maintain effective financial, project forecasting and progress reports as appropriate, monitoring associated revenue costs and all capital costs against the project budget, receiving and processing project- related invoices, identifying over and under-spend against committed expenditure, escalating as appropriate and ensuring that project spend remains within approved budgetary limits.
Plan implementation and roll out activities, including back record conversion, defining and advising on working practices, managing and providing guidance to staff and contractors as appropriate and supporting training provision, in order to support the delivery of high quality project management services that matches client expectations.
Advise and facilitate effective and timely communication between suppliers and customers, implement processes for acceptance and functionality testing, prepare documentation for final handover, obtaining authorisation where appropriate for project closure, ensuring that service levels and specifications are effectively negotiated and agreed, so that services and products achieve best value, meet customer requirements and deliver optimum operational and business benefits.
Develop and maintain open and productive communication with all project team members, , liaising with finance and technical staff on a range of contractual, technical or procedural issues to keep all those involved updated on progress and developments within the project.
Management vetting req.
The Project Manager (Small Works) will be educated to degree level and have a minimum of 12 months experience within IT programme delivery, including assisting with the management of technical medium/small scale projects in an end user environment. They must be familiar with ITIL v3 processes, possess the PRINCE2 Foundation qualification or equivalent and be proficient in the principles, methods, techniques and tools for the effective management of projects from initiation through to implementation (PRINCE2). The post holder will possess SFIA Skills in Project Management and Programme and Project Support at Level 4.
The post holder must be capable of managing a project portfolio and demonstrating an understanding of critical tasks and paths, and their impact upon the project plan. They will be experienced in producing all project management documentation to specified standards and be able to identify, assess and manage risks and issues relevant to the success of the project.
The post holder must be able to analyse information to identify alternative courses of action and be able to consider the impact of alternative courses of action. The ability to expand scoping documentation to include the assessment and analysis of business requirements and benefits is essential. They will be able to provide advice on project management methodology to Kent/Essex police staff and outside agencies.
The Project Manager (Small Works) must have an understanding of change control procedures and be proficient in the identification, assessment and management of risks and issues, relevant to the success of the project. They will be capable of expanding the initial scoping document to include the assessment and analysis of business requirements and benefits. The ability to monitor project capital and revenue budgets, reporting regularly on financial status and projected project costs is vital.
They will be skilled at communication between teams, end users and the business, using appropriate and a variety of communication methods. Excellent team working skills are essential.
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.
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.
ICT - Systems Implementation (Level 4)
Experienced in systems integration techniques, including implementation, fault diagnosis, implementation tests and handover procedures. Able to work unsupervised on many project tasks. Exhibits a high level of proficiency in more than one related discipline, with a broad knowledge of current technology. Likely to be accredited or working towards Microsoft Certified Systems Engineer status or equivalent, and/or Associate Membership of the BCS.
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.
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.
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.