Job Description
Job Title:
Programme Support Officer
Team/Service:
Transformation Programme Management Office
Business Unit:
Business Planning
Area:
Corporate Support
Responsible To:
Programme Manager (Transformation Programme)
(day to day issues)
Accountable To:
Programme Manager (Transformation Programme)
(line manager)
Salary Grade:
Sc6 / SO2
1. Key Purpose of Job
1.1.
To support the successful delivery of the Transformation Programme, by
supporting the Programme Manager in the day-to-day effective operation of the
Transformation Programme Management Office (PMO).
1.2.
To support the Programme Manager in ensuring appropriate governance and
information management arrangements are in place and working within the PMO,
programme and projects, in the delivery of the Transformation Programme. This
will involve supporting both the Transformation Programme Board and
Sponsoring Group and include risks and issue management, co-ordinating the
supply of information, planning and control, etc.
1.3.
To support the Programme Manager in providing consultancy support and
guidance to projects operating within the Transformation Programme.
1.4.
Monitoring and tracking the realisation of project and programme level benefits
within the Transformation Programme.
2. Anticipated Outcomes of Post
2.1.
Effective governance and assurance of projects within the Transformation
Programme, including use of programme standards, knowledge of roles and
responsibilities, approvals, quality assurance and reporting.
2.2.
Effective monitoring and control of project and programme level risks and issues.
2.3.
The effective monitoring and reporting on the progress of plans, within the
Transformation Programme, to ensure projects are delivered on time, within
budget.
2.4.
Ensure processes and plans are in place so that benefits are identified, clearly
defined, measured, tracked and realised in line with strategic outcomes.
2.5.
Appropriate use of Managing Successful Programmes (MSP) and PRINCE2
methodologies to support programme and project delivery.
3. Key Duties
3.1.
To support the governance and reporting structure for the programme, working
with the Programme Manager and Project Managers in the timely collation and
dissemination of programme documents to Programme Board and Sponsoring
Group.
3.2.
To support the Programme Manager and Project Managers in the planning of and
programming of projects.
3.3.
To proactively monitor project progress, resolving issues and initiating corrective
action as appropriate or escalating issues to the Programme Manager within
agreed tolerances.
3.4.
To work with the Senior Responsible Owner, Programme Manager and Project
Managers to ensure that there is efficient allocation of common resources and
skills within the portfolio of Transformation projects.
3.5.
To keep abreast of developments on all projects, to work with project managers to
identify all key inter-dependencies and interfaces and ensure this knowledge is
used to enhance delivery of all projects.
3.6.
To monitor progress of benefits realisation in line with quality standards set out in
the programme’s benefits realisation strategy.
3.7.
To work with project managers on a regular basis to ensure effective Work
Package monitoring/reporting project deliverables and project quality control and
governance processes are in place.
3.8.
To maintain a programme level risk register.
3.9.
To maintain a programme level issue log.
3.10.
To develop effective working relationships with all stakeholders within the projects
including elected Members, council colleagues, union representatives,
professional advisors and contractors where appropriate.
3.11.
Co-ordinate PMO and project level quality reviews as required.
3.12.
To monitor the development and execution of Equality Impact Assessments for all
projects.
3.13.
To work with the Programme Administration Officer to ensure the PMO has an
effective programme filing system for both electronic and hard copy information, in
line with programme information management and quality management
strategies.
3.14.
Disseminating programme information, including co-ordinating the maintenance of
web based content.
3.15.
Undertake research, gather and evaluate information and provide complete and
accurate presentations or reports.
3.16.
To provided advice and guidance to project officers, Board and Sponsoring Group
members and stakeholders on roles and responsibilities, governance and
programme strategies and policies.
3.17.
To provide consultancy-style specialist assistance such as support with business/
cultural change, change control, quality management, risk and issue
management, project planning, Business Process Reengineering (BPR).
3.18.
To chair project level meetings and facilitate project workshops as required.
3.19.
To ensure compliance with minimum MSP and PRINCE 2 controls in project
management and compliance with the use of programme controls e.g. risk
management.
3.20.
Regularly review with Programme Manager and project officers the effectiveness
of programme and project management training and support, liaising with internal
and external training providers with regards to enhancements to support to meet
the needs of the programme.
3.21.
To disseminate learning from programme/project management activity.
3.22.
To deputise for the Programme Manager at meetings when required.
4. Budgetary Responsibilities
4.1.
None.
5. Line Management Responsibilities
5.1.
None but may be required to supervise some activities undertaken by
Transformation Programme Administration Officer.
6. Health and Safety Responsibilities
Employees:All employees will ensure that they;

Take care of their own safety and that of others.

Ensure that products, plant, equipment, vehicles and buildings are not damaged.

Comply with health and safety procedures and instructions.

Will not neglect, misuse, damage anything provided in the interest of health and safety.

Assist by reporting to their Line Manager any hazard, accident, damage or defect in
order that remedial action may be undertaken.

Undergo any training or instruction to enable them to work competently and safely.
7. Key Working Relationships
7.1.
External
Customers, Local Authority Peers, Public Sector Partners.
7.2.
Internal
Project Managers and Project Officers. Internal stakeholders, Transformation
Programme Office, Transformation Programme Board, Transformation
Programme Sponsoring Group, Community Engagement Officer.
8. Other Duties
To undertake additional duties as required, commensurate with the level of the job.
Other Information
a) All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
b) The Council operates a Smoke-Free Policy and the post-holder is prohibited from
smoking in any of the Council's buildings (including Council owned and Council leased
buildings, but excluding designated areas in residential schemes), enclosed spaces
within the curtilage of buildings, and Council vehicles. Staff will not be released for a
break that is specifically for smoking.
c) The post-holder is expected to familiarise themselves with and adhere to all relevant
Council Policies and Procedures.
d) The post-holder must comply with the Council’s Health and Safety requirements.
e) This post is based at Town Hall, Torquay but the postholder may be required to move
their base to any other location within the Council at a future date.
f) You will be asked to complete a Criminal Records Self Declaration Form. Criminal
convictions will only be taken into account when they are relevant to the post. You will
only be asked to disclose ‘unspent’ convictions
December 2008
Person Specification
Job
Title:
Programme Support
Officer
Business
Unit:
Business Planning
Team/
Service:
Transformation Programme
Management Office (PMO)
Managers will assess candidates against their ability to meet the essential requirements of the job.
Candidates will be assessed against their ability to meet the desirable requirements of the job in a competitive situation.
Candidates with a disability will be guaranteed an interview if they meet the essential requirements only.
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
Candidates should explain how they meet each of the numbered requirements within their supporting statement.
Essential
Desirable
Skills and Effectiveness:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Plans effectively using project management skills.
Has positive interpersonal and communication skills.
Ability to organise and manage their time effectively.
Accepts responsibility and can work both independently and
as part of a team.
An ability to communicate with stakeholders in a
professional, unbiased and supportive manner at all times.
Tenacious enough to overcome resistance with tact and
diplomacy.
Ability to think creatively.
Track record of positive customer service.
Ability to learn new skills e.g. PRINCE2 Practitioner, MSP.
1. Effective programme management skills.
2. Able to encourage innovation and support
management change.
Essential
Desirable
Knowledge:
10. Up to date expertise in the use of Microsoft Word, Excel,
Outlook and Internet Explorer.
11. Familiarity with Microsoft Project and PowerPoint.
12. Knowledge of project management tools and techniques e.g.
planning, estimating, risk management, change control,
document management, etc.
3. Familiarity with Microsoft Visio.
4. Knowledge of Quality Management techniques.
5. Knowledge of programme management approach.
Experience/Achievements:
13. Track record of supporting project management using
PRINCE2 or equivalent, in a ‘live’ project management
environment.
14. Experience of project planning.
15. Positive track record of motivating, persuading and
influencing colleagues and other stakeholders.
16. Able to demonstrate experience of analysis and problem
solving.
17. Experience in preparing clear and concise reports.
6. Experience of undertaking programme management
using MSP or equivalent, in a ‘live’ programme
management environment.
7. Experience of producing and giving presentations.
8. Experience of undertaking independent research.
Qualifications/Professional Memberships:
18. Foundation level PRINCE2 or equivalent.
9. Practitioner level PRINCE2 or equivalent.
10.Foundation level MSP or equivalent.
Other requirements of the job
a) Ability to travel efficiently around the Bay in order to carry out duties
December 2008