LONDON SCHOOL OF HYGIENE & TROPICAL MEDICINE PROFESSIONAL SUPPORT SERVICES PROJECT MANAGEMENT OFFICE ASSISTANT PROJECT OFFICER GENERAL INFORMATION

Transcription

1 LONON SCHOOL OF HYGIN & TROPICAL MICIN PROFSSIONAL SUPPORT SRVICS PROJCT MANAGMNT OFFIC ASSISTANT PROJCT OFFICR GNRAL INFORMATION The London School of Hygiene & Tropical Medicine The London School of Hygiene & Tropical Medicine is a world-leading centre for research and postgraduate education in public and global health. Our mission is to is to improve health and health equity in the UK and worldwide; working in partnership to achieve excellence in public and global health research, education and translation of knowledge into policy and practice. Founded in 1899, the School has expanded in recent years at its two main sites on Keppel Street and Tavistock Place. Our staff, students and alumni work in more than 150 countries in government, academia, international agencies and health services. Research income has grown to more than 110 million per year from national and international funding sources including UK government and research councils, the uropean Union, the Wellcome Trust, Gates Foundation and other philanthropic sources. The School s multidisciplinary expertise includes clinicians, epidemiologists, statisticians, social scientists, molecular biologists and immunologists, and we work with partners worldwide to support the development of teaching and research capacity. Our education provision has expanded to more than 1,000 London-based Master's and Research students, 3,000 studying postgraduate courses by distance learning, and 1,000 each year on short courses and continuous professional development. Our free online courses (Moocs) are studied by more than 30,000 participants globally. The School performs well in various global university league tables. In the US News Best Global Universities Ranking 2017, we are ranked sixth in the world (together with Oxford University) in the fields of social sciences and public health. In the 2016 CWTS Leiden Ranking, the School was ranked fifth in the world for research impact across all disciplines, based on the share of institutions outputs within the top 1% of papers by citation in all areas of science and independent of size of output. The School was named University of the Year 2016 by Times Higher ducation, in recognition of our response to the bola epidemic. The School is a member of the M8 Alliance of Academic Health Centers, Universities and National Academies, the Association of Schools of Public Health in the uropean Region, and the Consortium of Universities for Global Health. Page 1 of 10

2 JOB SCRIPTION Job Title: Assistant Project Officer epartment /ivision/unit: Project Management Office Faculty/Professional Service: PSP Location: Keppel Street London WC1 7HT Reports to: Head of Capital Projects - PMO Responsible for: N/A Full Time Hours: 35 Grade: G5 Job Context: The School has embarked on a major capital investment programme of new build, refurbishment and modernisation and requires a motivated and delivery focused Assistant Project Officer (APO) to manage a range of Capital and states projects within the Central Project Management Office (PMO). The PMO was formed in summer 2017, with the purpose of providing efficient and effective management of project and programme functions. The PMO is the primary function for the delivery of change projects within the School, including states, IT, business change, programme and project management, people management, relationship management, financial and quality aspects. The APO will be an important delivery focused member of the PMO team, reporting to the Head of Capital Projects, delivering projects within the schools capital investment programme, supporting PMO activities and providing the highest quality and best value facilities available within the approved budget, project, programme, timescale and statutory frameworks. Overall Purpose of the job: The APO will be responsible for delivering assigned minor works, Capital and states projects, by ensuring effective project plans are realised and risks, issues, budgets, quality, scope and internal communications are actively monitored and managed. The APO will also support the service delivery of the Central PMO, adhering to project and programme management best practices. As an active member of the PMO, the post holder will be expected to influence the quality of the service and the way in which the service is delivered. Page 2 of 10

3 The post holder will assist Central PMO management and colleagues with short and long-term project work through research, analysis and by taking ownership of specific assigned work activities with a focus on continually improving outcomes, the post holder will develop and use best practice to deliver services, applying theoretical knowledge and skills within a practical and complex work environment. The post holder will have excellent organisation and interpersonal skills and able to command the trust and confidence of stakeholders at all levels. The ability to think ahead and demonstrate effective problem solving skills is essential, as is the ability to prioritise conflicting tasks and a challenging workload. The ideal candidate will have experience in the Higher ducation Project Management sector and a genuine commitment to making a positive impact. The ideal candidate will be ambitious, self-motivated, innovative, and have aspirations to progress through the project management ranks to a management position, and beyond. Principal uties and Responsibilities Communications Communicate with a range of internal and external stakeholders, including Professional Support Services Acolleagues, Faculty Operating Officers and academics, states, IT & PMO functional areas, as well as members of School s Management Board and Senior Leadership Team (SLT) and other groups and committees emonstrate strong written and verbal communications on a daily basis, by producing reports, papers, briefings, policies, articles and other documentation, and presenting these as and when required raft communication materials and correspondence for a range of audiences Provide status updates and reports to a variety of stakeholders and project boards Plan and execute effective communications for defined projects that utilises an appropriate range of communications channels. Provide support to senior colleagues in managing ongoing consultation and engagement with stakeholders through a variety of channels Teamwork Work within the PMO team to manage delivery of minor works and Capital projects. Work as part of the PMO team to coordinate construction projects across the School. evelop and maintaining effective working relationships with all colleagues within the Central PMO and other key contacts, internally and externally, at all times Contribute actively to support the work of the Central PMO Work closely with respective colleagues and specified Project Groups to produce and disseminate policy briefs, reports, newsletters etc Page 3 of 10

4 Be a pro-active team member, playing a full part in meetings and events, as appropriate and required Work with project managers to organise project events and workshops (e.g. stakeholder consultations, focus groups). Liaison and Networking Maintain excellent relations with colleagues across the School and with external partners Lead and direct teams of external consultants working closely and collaboratively with the team, the contractor and with users within the School to deliver projects. Support colleagues in developing and maintaining relationships with wider stakeholders, including (where necessary) media, civil society, policymakers and academics Liaise with end users and other stakeholders throughout the project process from inception to post completion reviews, identifying, addressing and resolving differences between individuals and interest groups involved in the project. isseminate communications and other correspondence to internal and external partners in relation to different project streams, policies or procedures and other key areas of work Act as a point of contact or project lead for different work streams/projects to facilitate effective outcomes Liaise with internal partners to achieve effective business outcomes, which may include establishing working groups and other forums Service elivery Manage delivery of multiple projects from inception to completion and review in accordance with established procedures adopted by the PMO and states epartments closely aligned to the principles of PRINC2 eliver projects on time, to an agreed cost plan, and to an appropriate standard. Manage project budgets, keeping full records of project spend, working with colleagues in PMO, states and Finance to reconcile spend against University Finance records. Work within various project teams, taking responsibility for the delivery of specific strands of project work, including research activities, analysing and presenting information, liaison and negotiation with internal and external stakeholders and arranging meetings and briefings Work to established PMO processes and procedures to ensure the quality of service provided Contribute to the overall development and maintenance of specified work streams evelop and maintaining policies; management guidance; processes and systems. Initiate contact with internal and external partners to enhance systems and processes where necessary Prepare progress and exception reports on projects for the PMO Fact check and proofread papers, reports and other documents for accuracy and consistency Page 4 of 10

5 ecision Making Work closely with Professional Support Service and/or Faculty colleagues to continuously improve systems, processes and other areas of business activity Identify, manage and document risks throughout projects, using established formats for risk matrices. To plan and implement responses to risks. Manage and monitor project expenditure in liaison with the relevant financial managers and in accordance with the project s budgetary plan and relevant financial and regulatory requirements. Adapt to working both autonomously and collaboratively in different work streams, making effective business decisions either individually or part of a wider group as required Compile and present recommendations to management based on sound research, rationale and logic, demonstrating effective analysis and focus on outcomes in the School s best interest Planning and Organising Produce and maintain project plans and risk mitigations for minor works and contribute to planning, risk and issue management of larger capital programmes. nsure that projects are well documented in an accessible and auditable format isseminate papers, reports and other relevant documentation and adapting content to suit a range of different audiences Support the coordination of a range of projects and working groups by providing high level project support and input Assist with compilation of information and preparation of reports Assist with development, maintenance and administration of online databases where necessary Initiative and Problem Solving Proposing creative and innovative ideas to problem solving a range of complex business issues nsure that projects comply with Construction esign and Management regulations and other health and safety legislation. nsure risks and issues are well documented and mitigated Constantly review systems and processes, make recommendations for improvements in effectiveness and identifying potential inefficiencies Undertaking business enquiries and field research to identify potential inefficiencies and areas for improvement, making effective recommendations to senior managers and project leads to enhance systems and processes Analysis and Research Perform analysis of project data, presenting findings accurately and appropriately to support project proposals. Provide support for project budget administration. Collating and analysing information as required, ensuring accuracy and delivering to agreed timescales Undertaking research on a variety of topics and issues, and presenting findings in a confident and professional manner using a variety of audiences Page 5 of 10

6 Additional Information Contribute to the development of processes of team working in a culture of continuing improvement and good practices. Undertaking other general administrative work as necessary Contributing to general activities of the School that contribute to the School s overall objectives nsuring compliance with data protection legislation and the School s relevant information assurance policy and procedure at all times Taking responsibility for your continuing professional and personal development Generic duties and responsibilities of all LSHTM employees This job description reflects the present requirements of the post but may be altered at any time in the future as duties and responsibilities change and/or develop providing there is full consultation with the post-holder. The post-holder will carry out any other duties, tasks or responsibilities as reasonably requested by the line manager or irector of Professional Service. The post holder will be responsible and accountable for ensuring all School policies, procedures, Regulations and employment legislative requirements are adhered to including equality and diversity and health and safety. This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual performance review (appraisal) process. Page 6 of 10

7 PRSON SPCIFICATION This form lists the essential and desirable requirements needed by the post holder to be able to perform the job effectively. Applicants will be shortlisted solely on the extent to which they meet these requirements. -ssential: Requirement without which the job could not be done -esirable: Requirements that would enable the candidate to perform the job well Job Title: Assistant Project Officer epartment/ivision: Project Management Office Competency vidence / ducation, Qualifications and Training Qualification at Further or Higher ducation level, or equivalent xperience xperience in the Higher ducation Project Management sector emonstrable project management skills which evidence a high level of organisational and operational planning skills, including the ability to manage a varied and heavy workload xperience delivering minor project works in a project management environment xperience managing and reporting project budgets Administration experience, organising and servicing meetings and formal committees and communicating with a wide range of people Knowledge Proven awareness of the principles of PRINC2 project management or similar methodology Page 7 of 10

8 Knowledge and understanding of different business disciplines in a work setting Understanding the mission and values of the School, including its commitment to improving health and health equity in the UK and worldwide Awareness of Construction Legislation including Building, Construction esign and Management Regulations, and Health and Safety. Skills Ability to use initiative and work autonomously whilst also being able to contribute effectively in a team environment Ability to apply intellectual rigor and understanding, analyse, interpret, explain and summarise complex data and issues in a logical manner Ability to think ahead and demonstrate effective and creative problem solving skills xcellent interpersonal skills and the ability to adapt oral and written communication methods and styles to suit the audience Good standard of IT skills, including Microsoft Word, xcel, PowerPoint and databases emonstrable understanding of the principles of good financial management Ability to adapt to a changing environment Ability to plan, prioritize, and complete a challenging workload to agreed timescales Ability to react appropriately to short and longterm issues and to be decisive Ability to work pro-actively and use initiative within agreed limits Ability to remain calm, confident and professional Ability to apply theoretical learning within a practical environment Self-motivated and committed to achieving targets Page 8 of 10

9 Personal Qualities Capacity to master new areas of knowledge and skills rapidly. emonstrable ability to meet tight deadlines while working with attention to detail and accuracy Ability to encourage positive working relationships and commitment to working as part of a team Personal conduct, integrity and credibility that commands the confidence of senior managers and staff at all levels, external partners and stakeholders A pro-active self-starter able to manage multiple priorities within timescales which may mean reconciling the demands of corporate and service requirements. SALARY AN CONITIONS OF APPOINTMNT The appointment is available immediately. The salary will be on the Professional Support Pathway Grade 5 scale in the range 33,567 to 38,533 per annum (inclusive of London Weighting). The post will be subject to the LSHTM terms and conditions of service. Annual leave entitlement is 30 working days per year, pro rata for part time staff. In addition to this there are discretionary irector s ays. Membership of the Pension Scheme is available. APPLICATIONS Applications should be made on-line via our website at Applications should also include the names and contacts of 2 referees who can be contacted immediately if shortlisted. Online applications will be accepted by the automated system until 10pm of the closing date. Any queries regarding the application process may be addressed to jobs@lshtm.ac.uk. Please quote reference PSS-PMO ASYLUM AN IMMIGRATION STATMNT The School will comply with the Immigration, Asylum and Nationality Act 2006, which requires all employees to provide documentary evidence of their legal right to work in this country prior to commencing employment. Candidates will be required to bring their passport (and visa if applicable) to interview so that it can be copied and verified. This role does not meet the minimum requirements set by UK Visas and Immigration to enable sponsorship of migrant workers. Therefore we cannot progress applications from candidates who require sponsorship to work in the UK Page 9 of 10

10 Further information about Certificate of Sponsorship and eligibility to work in the UK, can be found at: Page 10 of 10