JOB DESCRIPTION. Line Management responsibility for the Programmes Senior Programme Officers and Programme Officers

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1 JOB DESCRIPTION DIRECTORATE: SECTION: JOB TITLE: Business & Skills Programme and Fund Services Assistant Programmes Manager RESPONSIBLE TO: Programmes Manager SUPERVISORY RESPONSIBILITY: KEY RELATIONSHIPS: Line Management responsibility for the Programmes Senior Programme Officers and Programme Officers. Internal: External: Programme & Fund Services Manager; Assistant Programme Manager, Partnership and Administration Officers Head of Corporate Services and Finance Team; Rural Delivery Manager; BIG2 Team, LAG Co-ordinators; CLLD Programme Manager and team, Development Services team, Growth and Skills Hub teams External partnerships and clients (e.g. LAGs, steering groups and decision making boards); business and community representatives, applicants, government departments (Managing Authorities), funding agencies and subcontractors; Cornwall Council Members and officers MAIN PURPOSE OF THE JOB: Jointly manage the work of Programmes Team on a day to day basis, ensuring effective, efficient and compliant delivery of the services and all activity undertaken. Support the Programmes Manager in financial and performance management of the service and the contracts supported by it. Provide support across the service/directorate in terms of other contracts and developing new work opportunities KEY TASKS: Service delivery Support the Programmes Manager to ensure appropriate governance arrangements are in place for work assigned to the team Maintain robust systems and procedures in the delivery of programme management to ensure contractual requirements with managing authorities are met. This includes the identification and implemention of agreed new processes to enhance delivery and performance of the team. Assess the performance of programmes and projects, working with the Programmes Manager to ensure mitigating actions are taken if required Support the development of new areas of work for the service and wider company. including involvement in the preparation of funding bids Carry out evaluation work and liaise with external consultants when necessary when fund evaluations are contracted to a third party Relationship management Represent Cornwall Development Company at regional or County meetings and events to promote high standards of business performance Represent Cornwall Development Company at Managing Authority and contractual engagement and review meetings e.g. Project Engagement Visit 1

2 Liaise with stakeholders and scheme applicants, providing guidance and explanations regarding the submission process and quality standards To establish and maintain strong relationships with partners and Chairs, including attending partnership meetings and steering groups Design and deliver seminars, workshops, training sessions or other initiatives to promote the company, the service and best practice Service development Monitor the effectiveness of service delivery by the team to identify to the Programme Manager scope for improvements in efficiency, effectiveness, compliance or best practice; deliver changes to enhance and improve practices Monitor the performance and compliance of projects and report to the Programmes Manager on opportunities, threats or trends. Technical Provide specialist technical advice to all relevant parties on contract processes on assigned programmes, including financial, procurement, governance and audit requirements and best practice with support from the Programmes Manager where required. Provide support to corporate delivery teams supported by PFS through the provision of technical advice on programme specifics to meet contractural requirements. Provide technical advice to steering groups and partnerships regarding the decision making process and programme management for relevant funds. Maintain up-to-date professional knowledge of relevant policy changes and trends to ensure the work of the team is aligned with best practice Leadership & management Support the Programmes team to ensure that outcomes are delivered and supportive, effective management practices are implemented Mentor, advise or guide trainees or seconded staff as required Deputise for the Programmes Manager as required Performance reporting & management Work with the Programmes Manager to establish risk and performance indicators for the team; monitor all assigned projects, funds and programmes Working with the Programme Manager establish systems, monitor and report on team outputs and outcomes and audit responses as required by funders, Cornwall Council or other stakeholders, taking the lead where identified. Maintain all internal files and data in accordance with audit and regulatory requirements and company practices Resource management Monitor the financial management of the programmes, funds and contracts ensuring audit and regulatory compliance Monitor expenditure against agreed budgets for service delivery and any assigned projects, ensuring that value for money is achieved and that all spending is within agreed targets Customer feedback Implement customer feedback systems for the team Contribute to the development of customer feedback systems for the service Address minor telephone complaints. Provide written responses to formal complaints for approval by senior staff KEY RESULT AREAS: Effective joint supervision of the work of the Programmes team Effective delivery and support to the Programmes Manager of programmes where identified as the team lead The provision of quality support and advice to the Programmes Manager, internal teams and external clients and stakeholders. 2

3 PERSONAL & TEAM RESPONSIBILITIES: Provide a good role model for staff and trainees and project a positive image to local employers Demonstrate the Company s culture, values and behaviours: o achieving excellence o valuing ourselves and others o showing personal leadership o being passionate about what we do o committed to a low carbon future for all Take responsibility for own self-development on a continuous basis. Carry out responsibilities with due regard to the Data Protection Act and current Data Protection policy Carry out responsibilities with due regard to the Company s Equal Opportunities Policies, Safeguard Policy and Environmental Policy. Work at all times within the code of the Health & Safety Act This job description is not comprehensive or exclusive and duties may be varied from time to time, but these will not change the general character or level of responsibility of the job. This job description and your performance will be regularly reviewed with you. Good communication and organisation skills as well as self motivation and self confidence will remain essential qualities to fulfil this role. In addition to fulfilling this specific role, you may occasionally be required to make your abilities available to help meet related business needs of the Company in your own or other departments. This would only be required if authorised by your Divisional Manager and subject to confirmation that precedence is given to your normal duties Date last reviewed: Mar 2017 Approved by manager: Mar 2017 Agreed with post holder: Date Personnel informed: 3

4 PERSON SPECIFICATION DIRECTORATE: SECTION: JOB TITLE: Business & Skills Services Programme and Fund Services Assistant Programmes Manager EXPERIENCE Demonstrable experience in programme delivery including meeting regulatory and audit requirements. Experience of financial management or similar Experience at supervisory or management levelcomprehensive understanding of performance and risk management Experience of working with funding bodies, or government/council departments and partnerships or other stakeholders and clients Significant procurement experience Track record of delivering projects/ programmes on time and within budget Proven experience of liaison with the private, public and voluntary sectors EDUCATION & TRAINING Degree or professional qualification in a relevant discipline Project Appraisal or Project Management training Formal training in accountancy or finance Certification BEHAVIOURS Ability to lead and motivate groups and individuals Ability to communicate effectively at all levels Enhanced networking skills Demonstrable focus on customer service Highly motivated with positive approach Efficient time management without the need for close supervision and taking a proactive approach. Ability to deliver effective training sessions Ability to influence and negotiate in contentious situations Ability to design and deliver effective presentations 4

5 KNOWLEDGE & SKILLS Knowledge of project appraisal tools and techniques Knowledge of European and national funding and regulations Understanding of procurement regulations and practices Understanding of compliance, performance and risk management issues Ability to propose, monitor and control budgets Excellent report writing skills An understanding of environmental and sustainable development issues ANY ADDITIONAL FACTORS Fully competent in the use of ICT including the main Microsoft packages Ability to travel to meet the requirements of the role Some working outside normal office hours may be required 5