Job Summary:
The aim of the role is to provide a customer service focus on projects to ensure they have optimum success in the areas they are implemented. The role will be to coordinate key tasks of projects, work with departments to help them plan and implement new systems and support those teams to communicate new ways of working.
We are looking to recruit an enthusiastic and motivated Band 4 Project Support Officer to support the delivery of a variety of Projects within the portfolio of MIAA.
The Project Support Officer will assist other project staff in ensuring the programme required outcomes are successfully achieved by providing high level project administrative support to the project delivery team.
They will be the first point of contact for many staff and will be required to provide support, whilst collaboratively working with stakeholders, Senior Professionals, Managers and external organisations.
Provide high quality project coordination skills to the team, using Microsoft applications as required to create, track, and maintain project documentation and keep communication levels high to all involved parties.
Working in a busy project environment, providing a reliable and consistent service within a range of defined projects, ensuring your work is accurate, on time and clearly communicated.
Main Duties & Responsibilities:
Project Support – To provide all administrative support required to scope, plan
and deliver a project, product or work stream, e.g. to:-
* Ensure version control for project documentation e.g. business cases, specifications and project plans.
* Complete essential project administration tasks ensuring all project documentation templates are up to date.
* Assist in the development and preparation of a work package, project plan or work stream with more senior programme staff.
* Capture and monitor project risks and issues, bringing them to the attention of more senior programme staff as appropriate.
* Work with more senior programme staff to ensure that all Project Management processes/tools including business cases, specifications, project plans, benefits analysis, and risk and issue logs are completed, and contemporaneous by completing/contributing to them or ensuring that project team members contribute to them.
* Produce or contribute to a variety of high-quality reports required for the successful management of projects e.g. Highlight, and Check-point reports.
* Arrange workshops and events liaising with key internal and external stakeholders prepare agenda and take minutes ensuring that all arrangements have been catered for i.e. room layout, video etc.
* To assist with the development of business continuity plan
* Initiate, co-ordinate and monitor project activities and tasks as required for the programme.
* Produce and maintain core project documentation, to include project risk, issues, exception and lessons learnt logs under the direction of the Project Manager.
* Contribute to the successful delivery of complex project work streams to planned timescales, defined standards and quality expectations
* Ensure that all project documentation is completed to the appropriate standards set for the Organisation.
* Demonstrate a high level of communication skills verbally and written in relation to all aspects of project delivery.
Communication and Relationship:
* Provide clear and regular project updates through identifying and organising the gathering of key information to support the programme e.g. produces updates and notices for corporate brief and project team communications.
* Proactively and positively engages with stakeholders in the delivery of key tasks associated with the implementation of Project Plans.
* Support the momentum of the project is sustained through continuous engagement and communication, following up of tasks, and prompt escalation of issues, risks and progress through the appropriate channels.
* Communicate with Stakeholders, Project Teams, and colleagues at all levels to generate commitment and enthusiasm and persuade potential users to accept change.
* Communicate effectively with all team members, managers, stakeholders and representatives across the programme portfolio.
* Co-ordinate and facilitate appropriate communication channels to support the effective sharing of information within the work streams.
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Business Analysis, Service Improvement/Change Management:
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To analyse work streams, process issues and highlight a range of solutions to address problems where there are specific gaps.
* Produce requests for change and work with key stakeholders/users to ensure that requests for change are clearly defined.
* Undertaking process mapping and producing the associated documentation required.
* The post holder will be required to use spreadsheets and data collection systems to collect, store and present data and visual charts.
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Planning and Organisation:
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Schedule attend and support project work stream meetings.
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Planning and organisation of tasks, activities or programmes, some of which may be on-going, including meetings, conferences, seminars and workshops
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Deliver delegated project activities, with associated planning and organisational complexities.
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In conjunction with colleagues, actively promote quality in all areas of work, monitoring and instigating effective action where required.
* Demonstrates systems and/or processes to colleague’s new starters