46002 - Project Support Officer (Fixed Term - 12 months)
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New recruits to the Civil Service joining are expected to join at the band minimum. For an exceptional applicant and under exceptional circumstances, managers have discretion to set starting salaries above the pay range minimum.
HM Courts and Tribunals Service in England and Wales have been allocated funding of almost £1.2 billion to deliver reform. This will enable HMCTS, working in partnership with the judiciary, to create a system that is proportionate and accessible and that better meets the needs of the people it serves.
The Reform Programme includes modernising the court estate, utilising the latest technology to digitise services where appropriate, 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.
As part of reform, there is a need to ensure that there is a blueprint for the post reform Target Operating Model to ensure that the whole business is moving together to the same organisational design.
The new National Organisation Design Programme will be focusing on the post reform operating model for HMCTS, post-reform, driving forward design across the organisation. This will require extensive management, coordination and governance with design and implementation projects and workstreams all running in parallel, each with significant interdependencies. Design and transition will also be phased to meet ongoing business and operational requirements, which in turn drives this new programme’s central need for a joined-up approach with the Reform Programme’s implementation plan, and their PMO.
The National OD Programme is ambitious, and we need resilient, resourceful and adaptable people to make it happen.
As Project Support Officer, you will be central to the delivery of the Secretary of State’s priorities. This role will provide you with an interesting and supported introduction to and application of programme procedures, tools and techniques and project work. You will assist in maintaining the standards for programme management and supporting the design team. This includes the implementation and application of programme procedures, tools and techniques. You will provide support to your programme team and design team, and act as a source of programme information and metrics. You will also support with admin including secretariat duties, minute taking and workshop support.
Key responsibilities of the role
Planning and scheduling – Ensure systems are in place to enable effective planning and scheduling.
Monitoring and reporting – Manage programme controls, reporting to the PMO about the programme/workstream status in line with 7 Step Framework. Develop workstream performance reports.
Oversee and monitor consistent document management standards across the programme, manage system permissions for document management. Assess and evaluate information received from projects from a range of reporting sources
Identify and resolve operational problems, escalating more complex and difficult issues upwards to relevant members of the Programme team;
Apply Continuous Improvement principles, tools and techniques to working practices to improve efficiency of.
Manage the work trackers and task allocation sheets and update of work status sheets.
Admin – Ensure organisational tasks are carried out efficiently. Support with secretariat duties including minute tasking, workshop support and programme board support. Manage compliance of the programme with Departmental Security, Health & Safety, Equality & Diversity, Business Continuity and Business Planning.
Assist the Programme Management Office PMO with drafting documentation and reports, and preparing procedure and guidance documentation in conjunction with Managers;
Resources – Manage workforce planning, providing information for effective decision making. Procurement of supplies and services related to project support within Delegated Financial Authority limits. Room booking, meeting invites.
Stakeholder – Manage and engage with a wide range of internal and external stakeholders.
Financial control – Manage spend and contribute to the compilation of budgets. Contribute to the business case.
Risks and Issues – Lead potential risk areas, working with PMO and respective Managers and escalate as appropriate. Highlight cross cutting issues and dependencies
Communication - Work with the Programme Management Office Lead and other Programme/Project Managers across the Programme to ensure effective communication takes place within the Programme and between the Programme and the business.
Accountability - Report to the Programme Management Office Lead
Other duties
Assist with the support and maintenance of “best practice” in Programme and workstream processes. Ongoing support to the Centre of Excellence function to provide feedback on tools and processes and implementation of improvements
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.
You will work closely with:
- HMCTS and Ministry of Justice staff.
- Project and programme senior responsible owners.
- Project, PMO and programme managers and the wider change team.
- Professional services teams.
- Change Directorate Portfolio Delivery Office
- Programme Manager
- Senior Project Managers and Project Teams
- PMO colleagues
- External stakeholders
Essential Skills:
To be successful in this role, you should have the following:
- Skilled in the Microsoft office suite (specifically Excel, Word, Outlook and PowerPoint)
- A strong communicator, able to communicate messages clearly to a range of audiences at all levels – both verbally and in writing
- Strong planning skills and ability to prioritise work
- The ability to build productive working relationships quickly and to engender confidence with the programmes and projects
- Experience of successfully supporting projects and working with multi-disciplinary teams to deliver results within fixed timeframes with limited resource.
- Experience of organising teams, establishing processes and working to deadlines.
Desirable Skills:
- Experience of working in government and / or the wider public sector
- Experience of working in recruitment/ staff onboarding
- Experience of working in fast-paced environments on large programmes. Understanding of Programme Management Offices (PMO’s) and their services, (e.g. risk management, planning, reporting and change control)
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.
Note to candidates
Dependent on volumes of applications received the sift stage may be initially on the lead behaviour, which is Delivering at Pace.
Your experience in technical skills: Planning, Change control, Governance and Resource management will be taken from the evidence on your CV.
Qualifications
Skilled in the Microsoft office suite (specifically Excel, Word, Outlook and PowerPoint)
• A strong communicator, able to communicate messages clearly to a range of audiences at all levels – both verbally and in writing
• Strong planning skills and ability to prioritise work
• The ability to build productive working relationships quickly and to engender confidence with the programmes and projects
• Experience of successfully supporting projects and working with multi-disciplinary teams to deliver results within fixed timeframes with limited resource.
• Experience of organising teams, establishing processes and working to deadlines.
Working Arrangements & Further Information
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices.
Benefits
The MoJ offers a range of benefits:
Annual Leave
Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.
There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
Pension
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
Training
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
Support
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
- For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
Networks
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order
1- To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);
2- To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);
3- To the Civil Service Commission (details available here)
The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.
Grading Structure Review
The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.
Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.
05/08/2021, 23:55 hours.
To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why.
For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).
If you do not meet the above requirements, you may still be considered if, for example:
- You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
- You were studying abroad
- You were living overseas with parents
In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.
Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.
We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.
Application form stage assessments
Interview stage assessments
A Great Place to Work for Veterans
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.
This job is broadly open to the following groups:
· UK nationals
· nationals of the Republic of Ireland
· nationals of Commonwealth countries who have the right to work in the UK
· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
· individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
· Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules
This Vacancy is closed to applications.