Project Support Officer – Responsibilities
Provides appropriate project support to APHA Project Leaders (PLs) and budget holders to ensure their projects are planned, monitored and controlled effectively. The role requires proactive communication, strong relationship building with PLs and cross‑departmental staff, and the ability to convey project‑specific finance issues. It also encompasses preparation and provision of information and analysis for PLs and Lead Scientists, monitoring financial and scientific progress, and flagging any deviations.
To advise on funding/business opportunities in accordance with Agency Procedures and processes
* Provide advice and guidance in relation to new requests for work and/or extensions to existing projects. Recommend projects to be reviewed at project approval meetings to exercise governance, ensuring that the correct forms and costs are included with submission.
* Provide project support to APHA Project Leaders (PLs) and budget holders to ensure their projects are planned, monitored and controlled effectively.
Support Project Leaders in the planning of new projects (prior to approval)
* Provide advice and guidance concerning APHA Business Systems, Contracts and Customers where required.
* Input proposal cost breakdown information to generate official proposal costings, prior to customer quotations, using appropriate contingency and margin.
Monitor scientific and delivery progress of projects, and their financial status
* Ensure that systems are regularly updated with the correct project milestones and deliverables information, to ensure the accuracy of KPIs (Key Performance Indicators).
* Utilise appropriate systems for financial reconciliation activities.
* Attend in‑year project meetings, provide guidance on financial, administration and planning issues.
* Attend and actively participate at Finance Review Meetings, providing status updates on project income and expenditure, forecasting and budgets.
* Raise journals and deferrals for project income and expenditure.
* Raise purchase orders for high value costs, following the specified approvals process.
* Attend related project meetings, budget and forecasting reviews with Project Leaders and budget holders.
Ensure projects are planned onto the APHA business systems
* Plan all projects into required systems.
* Ensure that projects are correctly set up in Oracle for project effort and cost recording.
Stakeholder reporting and communication
* Develop and maintain communication routes and relationships to ensure that all stakeholders are advised, as appropriate, of project progress and delivery.
* Provide analysis and information to PLs, lead scientists, heads of department and other stakeholders to support them in their project/portfolio management responsibilities.
* Participate in project and portfolio customer meetings.
* Produce progress reports at agreed timescales for PLs, lead scientists, heads of department and other stakeholders.
* Input financial and administration information into proposal documents, annual and final reports.
* Work closely with finance teams to support the delivery of accurate information to DEFRA and customers.
Assist with the submission of project / contract documentation
* Liaise with Project Leaders to produce project/contract documentation.
* Check, collate and obtain signatures where required for all proposal documents.
* Provide appropriate documentation to enable projects to be covered by appropriate contracts and agreements.
* Carry out in‑year project amendments as confirmed or required by Customers; manage change control procedures.
* Supporting Lead Scientists with bid submission activities.
Maintaining registered files and supporting audit requirements
* Identify all significant project related documentation. Store electronic records in shared work areas.
* Maintain electronic records archive.
* Exercise good records management, data/information handling, and maintain the quality of files in readiness for audits and quality checks.
Key contacts may include: PLs, project team members, heads of department, work group leaders, lead scientists, network procurement, sub‑contractors/collaborators/suppliers, customers (e.g., external organisations, policy leads, devolved administrations, funding sponsors).
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