40282 - Project Support Officer

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Background

Her Majesty’s Court and Tribunals Service is an agency of the MoJ and provides the supporting administration for the judiciary across England and Wales. It delivers services to the public directly in court and tribunal buildings, remotely via business centres and some limited services via the internet.

There are high expectations of all staff regardless of the job they do and good performance is expected from everybody. The organisation is continuously adopting new or better ways of working to ensure that it focuses on just that which is essential.

HMCTS has a once in a generation opportunity to transform the entire Courts and Tribunals Service through the HMCTS Reform Programme, enhancing the provision of a world-class justice system, in a manner that provides an improved user experience at reduced cost to the taxpayer. This will contribute to consolidating the UK’s position at the forefront of an increasingly competitive international legal market as well as ensuring access to justice for all.

The programme includes modernising the court estate, updating and replacing its technology, speeding up and streamlining working practices, refurbishing buildings to reduce maintenance costs and provide much improved services for service users, especially vulnerable witnesses and victims. Effective staff engagement at this time of such significant change will be critical to success; maintaining a positive and lasting connection between HMCTS management and its staff.

An effective courts and tribunals service is fundamental to our democracy, underpinning the rule of law. This is an opportunity to work in a role that will support and enable a major transformation programme, designed not just to give our courts and tribunals a sustainable and affordable future, but improve how we deliver justice.

Overview

HMCTS is a continually changing organisation. The purpose of this role is to provide excellent project related support to a driven team, with a combination of both regular and varied pieces of work.

The Performance and Programme Management Office and the Capital Programme Team are both seeking Band C support.

The roles required in each team will are broadly similar. You will be responsible for maintaining central records and producing regular management reports and supporting the production of standard operating procedures. Whilst likely to be allocated to areas of work or projects, the post holder will be required to work flexibly, providing support as required across the team.

Upon completion of the interviews, HMCTS will decide which team best fits the skills of the successful candidates. A summary of the teams is detailed below.

Performance and Programme Management Office (PPMO)

The PPMO sits at the heart of the HMCTS Property Directorate. It is responsible for making sure that the activities, projects and risk management of the directorate are monitored and managed effectively. The PPMO provides a nexus between the work of the Facilities Management Team, delivering the day to day maintenance of court and tribunal buildings and the Project Team delivering larger capital maintenance projects. It maintains data regarding our properties and provides performance reporting to Property Directorate and HMCTS SMTs and the HMCTS Board. The Team is responsible for coordinating communication with senior stakeholders regarding maintenance and performance issues and managing recruitment into the directorate.

HMCTS Capital Programme Team

The Capital Programme Team plays a key role in the delivery of building improvements across the HMCTS estate. Sitting within the Property Directorate the team develops and maintains a prioritised, deliverable and affordable programmes of work that lead to visible and tangible improvements in the condition of court and tribunal buildings, ensuring that the estate is statutorily compliant and fit for purpose. The team is responsible for engagement with key stakeholders including MoJ Estates, HMCTS HQ and Regional colleagues, local and senior Judiciary and HMCTS & MoJ Finance to develop an evidence-based programme of capital works.

Key responsibilities for Project Support role

• Support the Property Directorate by taking a prominent role in COVID Support activities, such as preparing agendas and circulating actions for key meetings.
• Provide support on coordinating training for the team. This includes reviewing requirements such as certification and expiry dates, booking new courses and maintaining a register of training information.
• Meet with project managers monthly, ensuring that reports are updated and accurate.
• Provide assistance in managing risk and issues registers. Where required, reviewing risk registers, challenging mitigations, updating to ensure the latest position is captured.
• Provide support to the teams within the Property Directorate, by interacting with Operations. Where required, setting up and planning meetings, obtaining information and potentially analysing results.
• In readiness Board Meetings, ensure all commissioned information is present. This may include provider data updates and sourcing regional information from the FM team.
• Take ownership in progressing actions related contracts managed by the Property Directorate.
• Identify and resolve some problems, referring more complex and difficult issues upwards.
• Provide ad hoc analysis and reports for senior management.
• Support management in identifying suitable projects for inclusion in programmes
• Respond to requests for information on individual projects/sites
• Support management in monitoring and reporting on spend
• Review and analyse information from regional Facilities Management teams, making reasoned recommendations.
• Build positive relationships with colleagues to identify projects
• Drive proactive communication to evidence progress and improvements in court buildings

Other Duties

The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post. The post holder will be required to work flexibly across the programme.

Essential Criteria:

• Ability to work to tight timescales, managing your priorities and ensuring delivery of quality products.
• Experience of building productive relationships with internal and external Stakeholders such as project managers and business owners; including the identification of strategic risks, issues and dependencies and seeking agreements/trade-offs to keep delivery on track.

Desirable Criteria:

• Dependency identification and management so that accountabilities and responsibilities are clear and can be tracked.

Location of Post

The successful candidate will be required to travel to London, however base location can be flexible. Travel to other HMCTS sites may also be required as part of these working arrangements. In line with the department’s policies, travel and substance and where appropriate overnight accommodation will be available for other locations.

Application Process:

To apply for this position please complete the online application form, ensuring you include a 250-word statement of suitability against each of the following Success Profile Behaviours (Level 3):

• Delivering at Pace
• Working Together
• Changing and Improving
• Making Effective Decisions

Further information on Success Profiles and the required standards for this post (Level 3) can be found at:

https://www.gov.uk/government/publications/success-profiles        

Terms & Conditions:

Fixed Term Appointment

This appointment will be made on a fixed term basis, due to the time limited nature of the Reform Programme.

For existing civil servants, whilst the role itself is time limited, at the end of the fixed term period, you will retain your permanent status but will be placed on the re-deployment register. Successful appointment on promotion will secure this grade on a permanent substantive basis.

Secondments and loans will be considered on an individual basis.

Flexible working options

HMCTS offers a flexible working system in many of its offices.

Job sharing and reduced hours

All applications for job sharing or reduced hours will be treated fairly and on a case by case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances

This job is not eligible for relocation allowances but excess fares may be considered in accordance with MoJs excess fares allowance policy.