Projects/Programme Management Advisor (EA Employees Only)

JOB DESCRIPTION

REPORTS TO: 

Head of the Corporate Portfolio Management Office

RESPONSIBLE FOR:    

Delivering the function of Project/Programme Management Advisor within the Corporate Portfolio Management Office. The role will support specific projects and/or programmes across the EA by developing and providing Project and Programme Management (PPM) training, materials, advice and support as required across the EA.  

The Project/Programme Management Adviser will be responsible for specialist PPM advice to large scale/complex projects through the full project life cycle in accordance with the agreed budget.  

They will be the contact point for all issues pertaining to the project(s) assigned to them, including liaison with the multiple teams and stakeholders across the Education Authority, and external suppliers to ensure delivery is consistent with project plan. 

This will involve working closely with team members and Project/ Programme Managers to ensure that all project requirements, deadlines, budget restrictions and schedules are on track.

The PPM Adviser will be responsible for managing temporary teams of employees within EA services, this may include managing employees across all EA offices.

JOB PURPOSE

PPM Advisers within the CoE will have a varied role, the exact content of which will shift according to the context of the project/programme at hand and the EA’s wider business change and transformation agenda. They will report to the Project Manager and will be responsible for planning and delivering a wide range of consultancy-style assignments to enhance and standardise project and programme management and practice right across the EA.

They will advise projects to ensuring that regular status reporting on projects is provided to the Programme/Project Manager and where required appropriate Project Board and PMO, ensuring any issues are quickly escalated to the appropriate level.  They will advise projects on managing the risk profile of the project and providing early warning on all assurance matters. 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.

When operating centrally within the CoE they will lead the delivery of specific assignments which may include advising and supporting non-specialist EA staff in the scoping, design and initiation of their projects/programmes. Other assignments may involve the development and roll out of project/programme management training courses and/or standardised project/programme management resources and templates. Other assignments may involve reviewing and quality assuring project/programme management mechanisms which have already been put in place across the EA.

When deployed to work full-time on a project within the EA, CoE PPM Advisers may be required to take on the entirety of the project manager role. This may span scoping/planning and establishment of project architecture, through to leading project teams of varying scale to deliver outputs & milestones against schedule and providing appropriate accountability and assurance for the relevant SRO and/or Project Board.

When deployed to a specific programme, the PPM Advisors will support the Programme/Project Managers to ensure the effective and efficient development and delivery of the programme/projects, in order to meet the Authority’s strategic objectives.  

The PPM Advisor will work with colleagues across EA Services, and other Directorates across the Authority; to ensure that technology solutions and good project governance (as set by the Project Management Office), are delivered to enhance the operations of the Authority; and ultimately contribute to supporting improved outcomes for children and young people. They will also play a key role in realising the transformation objectives within the service and across other Directorates. 

Service-specific responsibilities

Project/Programme Management Advisors will lead the procurement, design and implementation of the following Services: 

·       Hold overall responsibility for the successful procurement, initiation, planning, design, execution, monitoring, controlling and closure of projects allocated to them.

·       To work closely with Team members to ensure that all project requirements, deadlines, and schedules are on track. Responsibilities include submitting project deliverables, preparing status reports, and establishing effective project communication plans as well as the proper execution of plans.

·       Assisting or leading the provision of assurance to the relevant SRO and Project/Programme Board through the establishment and maintenance of robust project/programme governance processes and ensuring that they are adhered to throughout the project/programme life cycle (aligned with PRINCE2/MSP requirements).

·       To be responsible for managing and delivering a project work programme that may contain several strands within a project, programme or portfolio structure.

·       To make sure that the scope and direction of each project is on schedule, in line with agreed parameter’s/budgets set by the Head of Service/Programme Director.

Base location may be discussed and agreed with the Programme/Project Manager. As the role carries regional responsibility, travel across EANI sites will be required in order to attend meetings, participate in projects and fulfil full range of duties and responsibility and a percentage of off-site working may be required.

OTHER DUTIES AND RESPONSIBILITIES APPLICABLE TO THE ROLE OF PROJECT/PROGRAMME MANAGEMENT ADVISOR

LEADERSHIP/MANAGEMENT

The post-holder will be expected to:

·       Line Manage employees aligned to project area;

·       Provide non-managerial support, information and training as required for other employees within the project/programme;

·       Lead and support employees in the team in the effective and efficient operation of services;

·       Promote the corporate vision, values and culture of EA as a single regional organisation, in all processes linked to maintenance, development and implementation of Infrastructure architecture assignments;

·       Provide leadership to their service staff and ensure transformational changes and new structures, strategies, policies and processes for their system/service are implemented while maintaining the high standards of the Authority and any future challenges;

·       Ensure that employees within the project/programme are provided with clear structure, roles and responsibilities and are supported to work in an integrated way;

·       Work closely with Team members to ensure that all requirements, deadlines, and schedules are on track. Responsibilities include submitting agreed deliverables, preparing status reports, and establishing effective communication plans;

·       Providing high quality leadership to project/programme teams as required and ensuring that appropriate, accountable and supportive staff management practice is being applied across all aspects of the project/programme (aligned with EA’s Game Changing People Model).

·       Foster a culture that supports achievement of the authority’s Strategic Plan by role modelling core values and leadership behaviours to staff; and,

·       Undertake such training as may be required for his/her own personal and professional development 

STRATEGIC PLANNING AND POLICY INFLUENCE

The post-holder will be expected to:

·       Work with Programme/Project Managers to establish, maintain and communicate a clear and compelling strategic direction for the service and Projects. 

·       Contribute to the management of programmes/projects by attending Executive Team and Board meetings as required.

·       Challenge conventional approaches, harness new approaches and technology and maximise efficiencies.

·       Contribute to the development of a comprehensive service development plans; 

·       Work collaboratively with other Senior Officers and Heads of Service, to ensure that priorities are translated into manageable objectives and communicated to relevant teams within programmes/projects as appropriate;

·       Work collaboratively with Senior Officers across directorates to devise and implement effective systems to monitor, measure, control and report on the work of relevant teams within programmes/projects to take account of changes in the internal and external environments which may impact on and influence priorities and needs;

·       Provide reports that can inform policy and strategic direction using formative and summative information which will guide future models of service delivery in relation to the service area.

·       Advise on the establishment of effective, accountable and rigorous quality assurance systems to achieve highest possible standards of performance, with focuses on maintaining the needs of internal and external customers.

CORPORATE LEADERSHIP AND MANAGEMENT

The post-holder will be expected to:

·       Contribute to the strategic planning, implementation, and on-going monitoring of the service area;

·       Ensure compliance with all relevant legislation and statutory frameworks;

·       Establish, maintain, manage and review effective data systems;  

·       Co-ordinate, deliver, or contribute to training and support with regards to specific service areas as required;

·       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 service;

·       Prepare and deliver reports on behalf of the Authority as required;

·       Ensure that employees 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.

·       Ensure key principal risks are assessed and monitored, managed and controlled effectively aligned to the EA risk process. This includes, but is not restricted to, completing project progress reports, project finance reports, checkpoint updates, RAID tracking and benefit realisation monitoring and reporting.

SERVICE DEVELOPMENT AND QUALITY ASSURANCE

The post-holder will be expected to:

·       Assist the Authority in the development of policies and plans in line with overall strategic policy and objectives; 

·       Ensure effective and rigorous quality assurance systems are in place to maintain  high standards;

·       Ensure effective engagement, capacity building and monitoring arrangements with local teams;

·       Participate in review processes to enable the development, review and compliance of all quality assurance policies and procedures;

·       Foster and facilitate the development of staff skills in relation to negotiating and collaborating with parents and other professionals;

·       Liaise and work co-operatively with colleagues in other sections of the Authority to ensure consistent and coherent approaches towards training and services in relation to language and communication support; 

·       Manage staff to perform to their potential, promote their professional development and give support when required;

MANAGING FINANCIAL RESOURCES

The post-holder will be expected to:

·       Follow robust corporate governance procedures and financial control frameworks for effective management of the budget for the service and monitor expenditure ensuring propriety, regularity and value for money within the allocated budget;

·       Facilitate reporting protocols that are required by the EA;

PARTNERSHIP WORKING 

The post-holder will be expected to:

·       Enhance the development of the service by building on effective partnerships

·       Assisting directly in or leading on managing stakeholder relationships and engagement constructively and effectively, securing commitment, on-going input and support from all partners. Representing the EA in engagements with stakeholders as required.

·       Develop links across the Authority’s Directorates as necessary 

·       Ensure effective systems are in place for communication and consultation with service users, both internally and externally;

·       Contribute to attendance at meetings both internally and with other stakeholders, in accordance with corporate goals, service, multi-agency action plans and in line with EA and DE requirements.

OTHER DUTIES

·       Comply with EA policies and procedures in relation to the duties and responsibilities of the post;

·       Any such other duties that the EA may from time to time require.  

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

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.