48607 - Project Delivery Function Management (PDFMO) Support Officer
We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.
Directorate: MoJ Project Delivery Function
Job Title: Project Delivery Function Management (PDFMO) Support Officer
Pay Span or equivalent: Band C (HEO)
The Ministry of Justice (MoJ) priorities include improving public safety and reducing reoffending by reforming prisons, probation and youth justice, and building a justice system which makes access to justice swifter and more certain for all citizens whatever their background. Project professionals in the MoJ help to improve the government’s ability to protect the public and reduce reoffending, and to provide a more effective, transparent and responsive criminal justice system for victims and the public.
The MoJ has an ambitious plan to reform the way Projects are delivered across the MoJ, part of this plan sees the movement of Project Delivery (PD) resource management move to a central team, the Project Delivery Function Management Office (PDFMO). This is where you will be located and therefore joining a high-performing team committed to the development of the PD profession. As PDFMO Support Officer you will provide support to the PD Chief Operating Officer (COO), PD Leadership Team and the wider Project Delivery Function Professionals. This is a fast-paced, challenging role, that requires someone who has a highly proactive approach, can anticipate requirements and work autonomously.
As PDFMO Support Officer, you will have a key role to play in the smooth running of the PDFMO. You will be required to manage a wide range of tasks that are often urgent, complex and sensitive. You must therefore be able to build a sound, high level knowledge of the business as well as be adaptable, calm under pressure, be able to handle a range of issues with diplomacy and discretion. You will also need to be able to identify and handle potential risks, knowing when to tackle issues directly and when to escalate to the COO, Head of Resourcing and in turn the Function’s Senior Leadership Team (SLT).
You will be expected to work effectively with senior colleagues and across the wider Civil Service as such, it offers a chance to build relationships, to develop briefing skills using a variety of communication styles and to increase understanding of senior decision making. You will need to be well organised and assertive, professional and confident with the ability to prioritise a busy workload with conflicting priorities. As part of this role you will be require lead of variety pieces of work as part of your role in the PDFMO. This role will include line management responsibilities.
The PDFMO are currently based out of 5 Wellington Place, Leeds and frequent travel will be needed for this role as the Project Delivery Profession is based across London and the regions, therefore flexible working is required to suit the needs of the business.
MoJ expects its leaders to show openness, honesty and commitment, and, of course, to deliver results.
Key responsibilities of the role
- Process –Maintain applicant/employee confidentiality in accordance with MoJ Data Protection Policies. Support the recruitment process by creating campaigns on the Oleeo system, maintain records of all successful candidates and their progress through to induction. Support the timely recruitment and on-boarding of Project Delivery Function resources. Support and challenge where needed to ensure the recruitment and day to day management processes are aligned to MoJ corporate policy and procedure and are as efficient as possible.
- Stakeholders Management – Maintain productive relationships with any potential candidates through the PDF recruitment process Internally building relationships with a variety of stakeholders across organisational boundaries to deliver our outcomes including but not to the extent, individual Assignment Managers, SPOC within business areas and Project Delivery Function Members.
- Risks & Issues– Identify and escalate any risks and issues that may impact on the success of a campaign, the induction of a candidate or the successful placement of a Project Professional. Likewise identifying and escalating any risks to the day to day management and support of the PDFMO work and relationships. This includes supporting with and maintaining corporate risk and issue logs.
- Guidance & Support– Seek appropriate support, guidance and coaching from the PDFMO Senior Team, act as a reliable source of information and advice on recruitment practice and any BAU processes/practice and provide excellent customer service for both internal and external stakeholders to the PDFMO team.
- Learning & Development – Show commitment to personal development. Promoting effective individual and team performance for the Function. Assisting with the management delivery of internal soft skills training, whilst supporting delivery Project Delivery formal based training and development for Senior Leader and Project Delivery Professionals.
- Planning and scheduling – Supporting delivery of Corporate or Function wide events and/or sessions. Managing and maintain schedule of campaigns as and end to end process, including maintaining schedules of interviews and related activities.
- Monitoring and reporting – Supporting delivery of regular reporting on capability, performance, resourcing, workforce and budget for the Function.
- Admin – Responsible for file management using robust version control. Organise key meetings, providing secretariat support where required and working to tight deadlines.
- Experience of successfully supporting experience of recruitment processes and tools.
- Experience of organising teams, establishing processes and working to deadlines.
- Able to use Microsoft Office tools.
Location & Terms of appointment
This post is advertised nationally but frequent travel will be required once COVID-19 restrictions are lifted.
On application please select National in the top box only. Base office locations will be discussed if successful.
Salary & Grade
Band C - HEO
New entrants to the Civil Service will be expected to join on the minimum of the pay range and this is non-negotiable.
Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer / pay on promotion rules.
Selection and Recruitment Process
Where high volumes of applications are received the initial sift will be completed against the lead competency. If your application progresses to a full sift, all competencies will then be considered. Feedback is not available for those not invited to interview.
Merit List of successful candidates based on location will be retained after this campaign for 12 months.
Application Process
You will be required to complete an application form providing evidence of how you meet the Project Delivery Competencies as per the Project Delivery Capability Framework.
Details on the PDCF can be found on the Infrastructure and Projects Authority pages
Successful candidates will then be invited for interview and the interviews will take place virtually via Microsoft Teams, until current guidance for COVID 19 restrictions change.
The interview will consist of Project Delivery competency and strength-based questions in line with success profiles.
In-tray Exercise
Candidates will also be asked to complete an In-tray Exercise one hour prior to the interview commencing. Instructions will be sent to candidates directly before to their interview date. This is used to test a candidate’s admin responsibilities and planning tools. This will be one of the key responsibilities of the role alongside technical knowledge of project delivery.
Project Delivery Competencies
You will be required to provide evidence of the following key competencies at the indicated level:
Competencies
Description
Level required
Project Delivery Profession – Technical Competencies
Resource Management
Resource management is the ability to identify, profile and secure the resources required to deliver a project.
(P) Detailed knowledge and significant experience. You have a deep understanding of this competence.
- You have applied this independently in medium and/ or highly complex projects.
- You advise and may supervise others in the delivery of this competence.
- You can adapt/tailor your approach to meet the requirements of the project.
Planning
Planning is the ability to define the fundamental components of a project in terms of its scope, deliverables, time scales, resource requirements and budget. It also includes the production of broader plans incorporating risk and quality to provide a consolidated overview of a project.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
You have applied this independently in low complexity projects and/or under supervision in more complex projects
Stakeholder Engagement
Stakeholder Engagement is the ability to systematically identify, analyse and communicate with stakeholders, using appropriate channels, to ensure all those impacted by the change are engaged, taking account of their levels of influence and particular interests.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
You have applied this independently in low complexity projects and/or under supervision in more complex projects
Budget & Cost Management
Budgeting and cost management is the ability to estimate costs, produce a budget and control forecasts and actual spend against budget
(W) Working knowledge and practical experience
- You have a good understanding of this competence
You have applied this independently in low complexity projects and/or under supervision in more complex projects
Knowledge Management
Knowledge management is the ability identify, share and promote best practices and lessons learned to create a culture of learning and good practice that supports continuous improvement to optimise project delivery.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
You have applied this independently in low complexity projects and/or under supervision in more complex projects
Governance
Governance is the ability to clearly define roles, responsibilities and accountabilities and establish controls and approval routes appropriate to each stage of the project to monitor project progress and compliance.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
You have applied this independently in low complexity projects and/or under supervision in more complex projects
Asset Allocation
The ability to recommend how financial and other resources should be allocated between projects in order to optimise the organisations return on investment (ROI). This includes the determination of which projects should be initiated continued or closed to best support the organisations strategic objectives.
(A) Basic knowledge and limited or no experience
- You understand how it can be applied.
- You can describe the benefits and importance.
You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Scheduling
The ability to develop, produce and maintain schedules for activities that take account of dependencies, resource requirements and constraints in order to enable the efficient realisation of benefits.
(A) Basic knowledge and limited or no experience
- You understand how it can be applied.
- You can describe the benefits and importance.
- You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Risk & Issue Management
Risk and issue management is the ability to systematically identify and monitor risks & issues, planning how to mitigate / respond to those risks and issues and implementing the responses.
(A) Basic knowledge and limited or no experience
- You understand how it can be applied.
- You can describe the benefits and importance.
- You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Project Delivery Profession – Behavioural/Leadership Competencies
Visible leadership
The ability to engage, motivate and coach others. To act as a role model and inspire and empower others.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
- You have applied this independently in low complexity projects and/or under supervision in more complex projects
Credible action
The ability to promote the wider public good in all actions and to act in a morally, legally and socially appropriate manner at all times. Challenges unacceptable behaviour.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
- You have applied this independently in low complexity projects and/or under supervision in more complex projects
Working with ambiguity
The ability to work in an environment of uncertainty and continual change. Able to feel comfortable making decisions and setting direction without having the full picture and re-focus as details emerge. Can apply knowledge and techniques to reduce ambiguity.
(A) Basic knowledge and limited or no experience
- You understand how it can be applied.
- You can describe the benefits and importance.
- You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Collaboration
The ability to establish and develop productive relationships with internal and external stakeholders, bringing people together to benefit the project.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
- You have applied this independently in low complexity projects and/or under supervision in more complex projects
Influencing
The ability to influence, change and impact decisions with both internal and external stakeholders.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
- You have applied this independently in low complexity projects and/or under supervision in more complex projects
Conflict resolution
The ability to recognize, anticipate and effectively deal with existing or potential conflicts at an individual, team or
strategic level.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
- You have applied this independently in low complexity projects and/or under supervision in more complex projects
Inspiring others
The ability to create and present a compelling vision and set clear direction, that motivates others to work towards a
common goal.
(A) Basic knowledge and limited or no experience
- You understand how it can be applied.
- You can describe the benefits and importance.
- You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Resilience
The ability to adapt to changing circumstances and adverse situations whilst remaining calm, reassuring others and
maintaining performance.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
- You have applied this independently in low complexity projects and/or under supervision in more complex projects
Innovation
The ability to think of, research and apply new ideas and ways of doing things. Encourages and supports innovations from others, is willing to experiment and follow ideas through to implementation.
(W) Working knowledge and practical experience
- You have a good understanding of this competence
- You have applied this independently in low complexity projects and/or under supervision in more complex projects
Culture change
The ability to plan, lead and effect positive cultural change, securing commitment and buy-in and promoting a positive long term vision. Recognizes when broader culture change is necessary to deliver a project.
(A) Basic knowledge and limited or no experience
- You understand how it can be applied.
- You can describe the benefits and importance.
- You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Travel
Frequent travel to other sites is required for this post.
Flexible working options
MoJ 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 MoJ’s excess fares allowance policy.
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.
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.
Working Arrangements & Further Information
For nationally advertised campaigns, candidates will be appointed to their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed with the successful candidate(s) on the completion of pre-employment checks.
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.
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.
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.
25/10/2021, 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.