JOB DESCRIPTION
JOB TITLE:
Delivery Manager, ICT Projects
STATUS
Permanent Full-Time
SERVICE AREA
Operations and Estates Directorate, ICT Division, ICT Projects Service
HOURS
36 hours per week
REPORTS TO
Head of Service, ICT Projects
RESPONSIBLE FOR
The Delivery Manager will be responsible for delivering large scale/ complex transformation programmes and projects through the full life cycle in accordance with the agreed budget.
They will be the Lead for all issues pertaining to the project(s) assigned to them, including liaison with Senior Responsible Officers, stakeholders across the Education Authority, as well as external suppliers and stakeholders to ensure delivery is consistent with transformation objectives.
This will involve working closely with team members and Programme Manager to ensure that all project requirements, deadlines, budget restrictions and schedules are on track.
The Delivery Manager will be responsible for managing and leading a team of employees within the Service; this may include managing employees across multiple EA offices.
The post holder will have an initial focus on the strategic transformation of the EA One solution, which has become a core strategic platform for the EA, providing support for core business areas of the corporate organisation, facilitating financial management, procurement and recruitment in schools, as well as delivering HR and payroll for most teaching and non-teaching employees in the education sector across Northern Ireland.
The post holder will be responsible for informing and delivering the future strategic development of the EA One solution, maximising the business benefit from future technology investment. To be effective in this position the post holder will be required to have up to date knowledge on industry trends and the capabilities of new and emerging ERP technology.
JOB PURPOSE
The Delivery Manager within the ICT Projects Service will have a varied role, the exact content of which will vary according to the context of individual transformation projects and the EA’s wider business change and transformation agenda.
The Delivery Manager will ensure that projects/programmes support the delivery of EA’s corporate objectives and achievement of its strategic goals.
They will advise senior management on the planning and overall management of programmes that may include multiple projects or workstreams within large scale projects or portfolios and the management of teams engaged in the development of systems or services.
The Delivery Manager will inform the development of new strategic ICT projects for the EA, ensuring a robust of understanding of business needs to inform and develop the case for investment. Part of this role will also be to identify and support business transformation when required to support the delivery of technology led programmes/projects, working collaboratively with service areas across the EA.
The Delivery Manager has the following service-specific responsibilities ( initially with a focus on the EA One strategic transformation programme ):
New Systems Development:
· Development of robust business cases (in adherence with public sector guidelines), which clearly articulate the case for change and are informed by a detailed understanding of user requirements to identify appropriate solutions.
· Ensure new system development at a strategic and/or project level basis will deliver value for money utilising standard industry technology.
· Inform and drive business transformation to align with new system development ensuring business processes are designed to align with system capabilities.
· Commission and/or inform system development through appropriate project arrangements, ensuring appropriate financial approval and procurement processes are followed.
Project and Programme Planning:
· Developing and maintaining programme/project plans and ensuring that key milestones are delivered in accordance with the delivery schedule for the overall project/programme. Within the plan they will have to ensure that the required resources are in place to deliver the milestones on time, on budget and in line with the project/programme strategy and objectives or to develop and deliver appropriate remedial actions.
· Delivery Managers will lead all aspects of the procurement, design and implementation of technology-enabled transformation programmes/projects.
Project and Programme Governance:
· To provide assurance to the relevant SRO and Project Board by establishing and maintaining robust project governance processes and ensuring that they are adhered to throughout the project life cycle (aligned with PRINCE2 requirements).
· To ensure that mechanisms are in place to provide early warning on all matters that present risk to project delivery and developing options for resolution and related recommendations. This includes, but is not restricted to, completing project progress reports, project finance reports, checkpoint updates, RAID tracking and benefit realisation monitoring and reporting.
· To provide an essential assurance function to the relevant SRO and Project Board and ensure the project/programme deliverables are on track.
Project and Programme Management:
· To provide support to senior management, ensuring that all deliverables within the project life cycle are managed in accordance with the approved plan.
· To be senior management’s key contact point for all issues pertaining to the project and the lead liaison point with partner agencies and potential suppliers to ensure that their delivery is consistent with the project plan.
· To manage risks effectively, including maintaining the risk register for the project, and providing senior management with early warning on all assurance matters.
· To manage assigned projects through all stages of the life cycle as follows:
o Initiating: checking feasibility of solutions and managing project cost, teams and resources;
o Planning: setting goals, defining roles, and producing schedules of tasks.
o Executing: leading project implementation;
o Monitoring, Controlling and Reporting: tracking the project's progress and reporting on the same;
o Closing: evaluating successes and challenges to enhance learning for future EA projects.
Staff and Budget Management
· Day-to-day management of large project teams, the allocation and monitoring of work and the provision of information and guidance.
· To manage costs within projects, ensuring that deliverables are met within the cost constraints of the overall budget and inputting to financial reporting and management of capital and resource budgets.
· To provide high quality, reliable, accurate and timely financial information to senior management, the relevant Project Board and other key stakeholders as required.
MAIN DUTIES AND RESPONSIBILITIES
STRATEGIC PLANNING AND POLICY INFLUENCE
The post-holder is required to:
· work with the Head of Service to develop and implement all the associated Projects by remaining current with technology, digital and education developments locally, nationally and internationally;
· develop comprehensive delivery plans, translating corporate and strategic objectives into time-bound targets and intended outcomes;
· ensure that priorities are set for the direction of the work and that this is understood and communicated as necessary;
· devise and implement effective systems to monitor, measure, control and report on the work of the service, to take account of changes in the internal and external environments, which may impact on and influence priorities and needs; and
· provide reports that can inform policy and strategic direction using formative and summative information which will support future models of operational service delivery.
CORPORATE LEADERSHIP & MANAGEMENT
The post-holder is required to:
· Advise the Head of Service on all matters relating to the strategic planning, implementation, and on-going monitoring of the Service.
· Ensure compliance with all relevant legislation.
· Oversee and support the development of the ICT Delivery Portfolio.
· Work alongside ICT Division staff to set out realistic training programmes associated with the delivery of the programme.
· Facilitate the induction of new staff and ongoing professional development of all staff in relation to the core objectives, expected outputs and outcomes in relation to the Programme.
· Prepare and deliver reports on the delivery of transformation projects as required.
· Ensure that officers within the Service have an awareness of the corporate culture, values and processes which underpin organisational development.
· Delegate responsibilities and deploy staff in accordance with their skills and abilities, the needs of the EA and service specific priorities.
SERVICE DEVELOPMENT & QUALITY ASSURANCE
The post-holder is required to:
· Establish and maintain evaluative frameworks for transformation programmes/projects.
· Ensure effective and rigorous quality assurance systems are in place to maintain high standards.
· Participate in review processes to enable the development, review and compliance of all quality assurance policies and procedures.
· Ensure the processes within the project/programme are optimal for effective planning and delivery of Services in line with EA priorities and identified need.
· Foster and facilitate the development of staff skills in relation to negotiating and collaborating with all stakeholders.
· Liaise and work co-operatively with colleagues in other sections of the authority to ensure consistent and coherent approaches towards the delivery of the various Projects.
· Manage staff to perform to their potential, promote their professional development and give support when required.
· Lead, guide and support the work of officers in contributing to the delivery of the projects and programmes.
· Provide advice, guidance, training and support across directorates and other stakeholders as and when required to do so.
MANAGING FINANCIAL RESOURCES
The post-holder is required to:
· Ensure that robust corporate governance procedures and financial control frameworks are put in place for effective management of the budget for the projects/programmes and monitor expenditure ensuring propriety, regularity and value for money within allocated budgets.
· To facilitate reporting protocols that are required by the EA and in compliance with DE guidelines.
· To consider the financial implications relating to effective models of service delivery and ensure systems and procedures are in place to evaluate the outcomes of resource allocation.
PARTNERSHIP WORKING
The post-holder is required to:
· Develop links across the ICT Division and EA Directorates as necessary in relation to the co-ordination of work related to the delivery of projects/programmes.
· Ensure effective systems are in place for communication and consultation with service users, both internally and externally.
· Contribute to attendance at meetings relating to the ICT projects/programmes both internally and with other stakeholders, in accordance with corporate goals, service targets, multi-agency actions plans and in line with EA and DE requirements.
OTHER DUTIES
The post-holder is required to:
· Comply with the Authority’s policies and procedures in relation to the duties and responsibilities of the post.
· Any such other duties that the Authority may from time to time require.
The list of duties is not intended to be exhaustive or exclusive. The post holder may be required to undertake various other duties as deemed necessary and commensurate with the level of responsibility of the post. The Authority reserves the right to update the Job Description to reflect the changing needs of the Service in consultation with the post holder.
Location:
Location may be discussed and agreed with the Head of Service. Flexible arrangements will be considered to allow the post-holder to continue to work from their current base location as far as is practicable in fulfilling the duties and responsibilities of the role.
Travel:
Some Travel across Northern Ireland will be required to attend meetings and fulfil the full range of duties and responsibilities.
Hours:
This is a full-time post. The normal hours of work are 36 per week. However, the post-holder may occasionally be required to work outside of standard working hours as related to the duties of the role, for example attendance at a meeting or event.
In accordance with Section 75 of the Northern Ireland Act (1998), the post holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.
To view the summary of terms and conditions for this post, click here .
PERSON SPECIFICATION
NOTES TO JOB APPLICANTS
1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.
2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
3. The stage in the process when the criteria will be measured is outlined in the table below.
4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.
5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.
6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.
Section 1 - Essential Criteria
The following are essential criteria which will initially be measured at the shortlisting stage and whichmay also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.
Factor Essential Criteria Method of Assessment Qualifications/
Experience
Hold a bachelor’s degree (QCF Level 6) or an equivalent or higher qualification in ICT or related field and have four years’ demonstrable experience of the successful management in at least three of the areas below:
* Management of strategic enterprise technology-enabled transformation programmes.
* Management of projects using proven methodologie
* Effective management of work delivered by agencies and/or other third parties.
* Effective technology project governance.
* Demonstrable experience of managing a digital/IT project to achieve measurable improvements in a business area.
* Experience of implementing new policies, procedures or initiatives successful across a large and diverse stakeholder population;
OR
Have seven years' demonstrable experience of the successful management in at least three of the areas below:
* Management of strategic enterprise technology-enabled transformation programmes.
* Management of projects using proven methodologie
* Effective management of work delivered by agencies and/or other third parties.
* Effective technology project governance.
* Demonstrable experience of managing a digital/IT project to achieve measurable improvements in a business area.
* Experience of implementing new policies, procedures or initiatives successful across a large and diverse stakeholder population.
Shortlisting by Application Form
Knowledge Demonstrable knowledge of Enterprise Technology, including Finance and HR solutions.
Shortlisting by Application Form
Other
Working outside normal office hours may be required to meet the requirements of the post.
Commitment to continuous personal and professional development.
The successful candidate will be required:
to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion;
OR
be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.
Shortlisting by Application Form
S ection 2 - Essential Criteria
The following are additional essential criteria which will be measured during the interview/selection stage in line with EA’s Game Changing People Model .
Factor Essential Criteria Method of Assessment Knowledge
Demonstrable knowledge of the current and anticipated challenges facing the education sector.
Demonstrable knowledge of project and programme management and governance.
Interview
Skills/
Abilities
In line with EA’s Game Changing People Model we will look for evidence of:
Analytical & Creative thinking.
Solutions shaping and problem solving. Leading and managing staff, giving clear direction and inspiring confidence.
Building effective working relationships and working collaboratively with internal and external stakeholders.
Planning and managing service delivery to meet agreed outcomes.
Coaching, Supporting, motivating and developing employees effectively, promoting inclusion and engagement.
Ability to lead teams to achieve targets / objectives and to meet challenging deadlines.
Ability to lead the implementation of a project adhering to project milestones, timelines and budget ensuring that effective governance and accountability processes are in place.
Ability to negotiate and influence to achieve successful outcomes.
Interview
Values Orientation
Evidence of how your experience and approach to work reflect EA’s ethos and values. You will find information about our Values here .
Interview
Section 3 - Desirable Criteria
Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.
Factor Desirable Criteria Method of Assessment Experience
Demonstrable experience of successfully delivering public sector service improvement plans.
Shortlisting by Application Form
Our Values
Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.
DISCLOSURE OF CRIMINAL BACKGROUND
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as ‘regulated activity’.
In the event that you are recommended for appointed to a post that involves ‘regulated activity’, the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that youWILLbe expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.
Further information can be accessed at NI Direct or the Department of Justice.
APPLICANT GUIDANCE NOTES
To view the applicant guidance notes, please click here .
To learn about the many great benefits of joining the Education Authority, click here
The Education Authority is an Equal Opportunities Employer.
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