Job Description Questionnaire
Date:
14 July 2016
Job Title:
Performance Budget and Projects Officer
Post Number:
TBC
Division/Department/Section:
Alliance People Department/Resourcing &
Development/Learning & Development/Governance &
Creative Design
Line Manager:
Governance & Design Manager
1. PURPOSE



The post holder will be responsible for the day-to-day management of the Training Budget,
in line with the Costed Training Plan.
They will be the point of contact for all training business cases including liaising with the
managers/sponsors to determine needs, ensuring the performance gap and options to
address this have been fully researched and identified before presentation to the People
Planning and Development Sub Group (PPDSG).
They will provide support to the QA & Evaluation function which may include collating,
producing or analysing evaluations, performance and quality assurance information and
plans.
2. POSITION IN THE ORGANISATION
Learning & Development Manager
Governance & Design Manager
QA & Performance
(D&C and Dorset)
QA /
Evaluation &
Development
Officers x 3
3.
Performance
Budget &
Projects
Officer x 2
IT/Creative Design
Supervisors x 2
Hydra
Development
& Technical
Trainer
Trainers
(IT / Creative
Design)
x 10.5
Centre Qualification &
QA Supervisor
(D&C/Dorset)
QA / IQA
Officers x 2
(D&C)
MAIN RESPONSIBILITIES
What is the post responsible for?
(INPUT)
With what results?
(OUTPUT)
1
QA / IQA
Officer
(Dorset)
Act as point of contact for all training business
cases
(individual
and
organisational).
Coordinate the business case process. Liaise
with the managers/sponsors to determine
needs, ensuring the performance gap and
options to address are fully identified and
researched. Organise, attend and present to
the People Planning and Development Sub
Group monthly meetings for the business
cases to be considered.
Ensure that the proposals are completed to a
good standard which ensures that all relevant
information is gathered, other solutions are
considered and the supported proposal
provides the best value for money option so
that recommendations can be made by the
PPDSG for the consideration of the PPDG
Manage, monitor and provide management
information in relation to the Force Training
Budget, in line with the costed plan and
through the business cases approved at PPDG
Meetings. This includes managing the
purchase orders and payment of invoices.
Ensure that issues are highlighted throughout
the year and resolved in liaison with Finance
and the Learning & Development Manager.
Ensure the budget is administered efficiently
and effectively and that financial issues are
highlighted at an early stage. Ensure timely
orders placed and invoices paid and that high
priority training needs are delivered promptly.
To coordinate, collate and produce the training
information for the annual Force Costed
Training Plan from all Command Areas.
To ensure the Costed Training Plan is
produced to an appropriate quality and time
scales ensuring that the force can identify any
issues in relation to delivery, abstractions,
costs etc.
To assist in the delivery of assessment and
evaluation. Co-ordinate the collation, analyse
and presentation of level 1 & 2 Quality
Assurance/evaluation
management
information. Utilise the basic data to establish
trends, interpret findings and provide a
meaningful assessment and evaluation of the
relevant issues.
Identification, collation and analysis of
evaluation data enabling the provision of
information
to
ensure
learning
and
development functions are providing high
quality services focussed on the organisations
needs and to ensure programmes and projects
are delivered efficiently and effectively
To
prepare,
provide
and
interrogate
management information/reports from the
Learning Management System.
To ensure that appropriate management/data
is consistently available, highlighting potential
issues which will be relied upon to plan and
manage and revise the training & recruitment
schedule throughout the year.
Create and maintain a force Course Learning
event catalogue, including pre-reads and
accreditation of LMS. Create and maintain a
skills profile database in LMS so that
succession planning can be fed on a yearly
basis into the Costed Training planning.
Ensure a course catalogue is available for the
force and that forward planning for training can
be more easily undertaken through the efficient
use of force systems.
To support the co-ordination of the intranet site
for Organisational Development Governance
and Design, ensuring that unit members keep
relevant areas and information up-to-date.
Support the development and enhanced use of
the Learning Management System (LMS) to
develop efficiency of the training function, staff
and the quality of the management information.
This includes the provision of user-training on
the system as and when required and liaison
with the system provider.
To ensure Learning and Development
information is easily accessible/understandable
to the force and professionally presented.
LMS System and users are efficient and
appropriate to support the Training functions of
the force.
2
Support LDU management in co-ordination of
evaluation assessment, performance, quality
assurance, policy and plans for inspections by
relevant bodies such as Skills for Justice, COP
etc.
Ensuring that the relevant documentation is
prepared and available for inspections.
This list of duties is not restrictive or exhaustive
and the post-holder may be required to carry
out duties from time to time that are either
commensurate with/or lower than the grade of
the post. In some posts this might include the
ad-hoc provision of guidance and informal
training of new colleagues.
Completion of duties to meet the needs of the
police service.
4. CONTACTS
1.
Head of Organisational Development
2.
Learning & Development Manager
3.
Training Co-ordinators and Trainers
4.
Relevant Command Area representatives
5.
Finance
5. SPECIAL CONDITIONS/ADDITIONAL INFORMATION
At the request of the Director of HR, the post holder would be required to undertake other roles
either within the Department or on Division commensurate to their skills and capabilities to meet
operational needs.
You may also be required on occasion, to attend Organisational Development events which may
involve work at a weekends, evenings and or unsociable hours. In such cases appropriate
enhancements will be paid in accordance with the Police Staff Handbook.
6. HEALTH MONITORING
N/A
7. VETTING
N/A
8. TERMS OF APPOINTMENT (To be completed upon advertisement)
The commencing salary will be within salary scale E starting at £21,999 rising by yearly
increments to a maximum of £25,656.
Office hours are 8.40am to 5.00pm, Monday to Thursday and 8.40am to 3.40pm on Friday, with
40 minutes for lunch. However, there is a requirement to perform occasional evening and
weekend events to assist with events. A flexi-time system is in operation within the Department.
9. PERSON SPECIFICATION
Essential Criteria
3
Criteria to be
measured
Competencies Required
Criteria A
Appropriate qualification in HR or Teaching/Training or equivalent significant
experience acquired in a Learning & Development environment.
Criteria B
Experience of budget management with significant financial management
skills.
Criteria C
Excellent written/verbal communication skills with developed interpersonal
abilities; confident to present business cases/management information in
meetings and also in report format. Liaise, advise and influence managers as
needed.
Criteria D
Demonstrable ability to gather/produce/analyse various management/statistical
data to an advanced level. With the ability to ensure information is reliable and
accurate. Use a range of analytical techniques to identify key issues/problems.
Criteria E
Demonstrable advanced working knowledge of information systems and
technology; required for the production and presentation of statistical data. In
particular Microsoft Excel and Word with an aptitude for using bespoke
systems such as ‘Learning Management Systems’ in the most effective
manner.
Criteria F
Good organisational and problem solving skills; able to undertake innovative
initiatives with minimal supervision.
Criteria G
Able to work effectively as a team member, actively helping and supporting
others to achieve team goals.
Desirable Criteria (if applicable)
Criteria to be
measured
Competencies Required
Criteria H
Previous relevant Learning & Development environment experience acquired
within a public sector or police environment.
Criteria I
Experience of bespoke software and programmes utilised in police
environments to support HR/Training (e.g. ORACLE, Learning Management
Systems).
4