Project Development Officer Aberystwyth Innovation and Enterprise Campus

Transcription

1 Project Development Officer Aberystwyth Innovation and Enterprise Campus 36.5 hours per week Fixed term to 31 August 2019 Grade 6: 27,830-33,199 per annum pro rata To promote a flexible workforce, the University will consider applications from individuals seeking full time, part time, job share, or term time only working arrangements. Reporting to the Client Senior Project Manager and working as part of the project team, the Project Development Officer will play a key role in the delivery of day-to-day project and operational activities to achieve project deadlines. The Project Development Officer will be a highly self-motivated, organised individual with excellent communication skills who is a proven team player. They will work as an active member of the team through the provision of support to other team members, demonstrating a flexible approach and helping to build team morale. The Project Development Officer should have previous experience of working within a fast moving project environment. A key responsibility will be to guide the team regarding the processes and information needed to support cost recovery from WEFO, and that meets their audit requirements. The financial dynamic of the role is broad and detailed, carrying significant accountability. It is vital that project processes are managed in a sound and effective way to mitigate against the risk of funding claw-back from WEFO and other project funders. Therefore maintaining close liaison with the dedicated Project Finance Officer and other University Departments is key to delivering the role successfully. Working with procurement officers, including the Equipment & Services Manager, the PDO also will be responsible for quality-checking procurement processes run by others within the team to protect against the claw-back risk. The PDO will in addition be responsible for devolved packages of work needed to advance particular work stream activities, being fully accountable for managing and organising the

2 resources needed to undertake the tasks, scoping what the tasks should be, undertaking the requisite work, with others as necessary, and securing the desired work package outputs. The joint venture operating company is in its early stages of development and significant support will be needed to set up and operate new company procedures and protocols. The PDO will be expected to support the CEO in establishing these and for many operational aspects of the running of the new AIEC Office Block, including supporting arrangements for building tenants. To discharge duties appropriately it will be necessary for the PDO to have a good understanding of the various financial and HR systems operated by the University and AIEC Limited, acting as the team s point-of-contact in this regard. The PDO will additionally perform team-related HR tasks eg, recording leave and absences. To make an informal enquiry, please contact John Collingwood, Client Senior Project Manager, at joc59@aber.ac.uk. Ref: AIEC For information and to apply, please go to We are a Bilingual Institution which complies with the Welsh Language Standards and is committed to Equal Opportunities. You are welcome to apply for any vacancy in Welsh or English and any application submitted will be treated equally. APPOINTMENTS ARE NORMALLY MADE WITHIN 4-8 WEEKS OF THE CLOSING DATE. Further Particulars This job description is subject to review and amendment in the light of the changing needs of the University, to provide appropriate development opportunities and/or the addition of any other reasonable duties. Main Duties & Responsibilities Service Delivery and Team Working Accountable to the Client Senior Project Manager for achieving day-to-day project and operational activities associated with the delivery of the Project objectives and deliverables. Working closely and taking direction from the Client Senior Project Manager and other Project Managers to achieve various deadlines and targets across all workstreams in relation to the project, but with specific responsibilities within Operational Planning and Facilities, Services & Procurement workstreams. Develop and introduce new processes where required to support the work of the team. Actively work as part of a collaborative team with peers and the Chief Executive Officer for AIEC Limited to ensure effective operation of the department, best practice and an excellent service delivery.

3 Financial & Procedural Responsible for guiding the Project Team regarding the processes and information needed to support cost recovery from WEFO, and that meets their audit requirements. This will include managing the Project transactions list, ensuring adherence to AU Financial Standing Regulations and WEFO compliance rules. Support the Client Senior Project Manager and other Project Managers to process purchase orders, invoicing and payment activity generated by the Project, using the AIEC Agresso Business World portal. This will include responsibility for managing and processing batched invoices, and travel/expenses claims for swift payment to suppliers and staff. Manage and ensure that correct procedures are followed for all purchases, to ensure best value, taking into consideration procurement rules, Aberystwyth University s Financial Regulations and WEFO guidelines. Responsible to ensure eligibility of each item of project spend and transactions have supporting audits trails information in place showing defrayment, e.g. Purchase Order raised on the University s finance system: Agresso Business World to correspond with invoices; Travel and Subsistence forms with corresponding receipted expenditure; and batched financial transactions to correspond with bank statements. Develop and daily manage a financial management spreadsheet to accurately include all income, orders, invoices and travel subsistence claims to enable users to check on progress of ordered work. Manage and raise customer revenue invoices on the AIEC Agresso Business World portal for monthly rent collections of AIEC Limited s Residential, Associate and Virtual Members. Manage any devolved budgets for work packages falling within purview of the role within set tolerances. Deal with queries regarding the Project which may be procedural or technical, gain understanding of the problem or issue and provide an effective and accurate response to ensure service delivery. Facilities, Services & Procurement Support the Equipment and Services Manager and be responsible for the development of potential Service Level Agreements for the joint venture company, determining the standards of service required through discussion with service users. Arrange the drafting and execution of legal agreements / works contracts needed to support such SLA s, to the requirements of AIEC Limited. Produce operating instructions, user guides, tender documents, training and policy manuals, on occasions these may need to convey complex information. Support the Project Managers by preparing and implementing tender specifications for a variety of associated construction and non-construction contracts on the Sell2Wales Welsh Government portal. Responsible for ensuring the active operations of telephones, IT systems and printer service provision for the AIEC Office Block, including invoicing usage recharges attributable to Residential and Associate Member Office tenants. Accountable for requests concerning maintenance and security control systems of the AIEC Office Block and equipment, to include records management of but not limited to; keys for all AIEC Office Block spaces, building front door Salto access facility, AIEC parking permits and fire door access/alarm board systems; in compliance with Health and Safety and Fire Safety regulations. Responsible for management of records of all assets for AIEC Limited.

4 Project Management Responsible for devolved packages of work needed to advance particular work stream activities, being fully accountable for managing and organising the resources needed to undertake the tasks, scoping what the tasks should be, undertaking the requisite work, with others as necessary, and securing the desired work package outputs. Drafting of reports and presentations for areas of responsibility, presenting recommendations and options for decision-making, taking action to achieve project specific deliverables. Utilising Microsoft Project software to assist with the development and creation of Project Plans. Assist with the identification of project risks, and ensuring that those risks are highlighted to the Project Team for consideration and timely action/escalation as appropriate. Developing a Document Management System to record and ensure document control; to manage and maintain up to date electronic and paper information systems essentially required for internal and external audit purposes eg, in support of WEFO funding drawdown requests/claims. Responsible for managing new internal and external access permission requests for AIEC SharePoint site. Assist the Client Senior Project Manager and other Project Managers with the collation of information to ensure regular and timely reports and updates on project progress against schedule, quality and budget for internal and external meetings, workshops and events. Plan and prioritise own work to ensure completion with agreed service delivery targets. Communications Help manage the Project Communications Plan to ensure stakeholder groups are informed and engaged in project developments. Develop customer feedback forms for operational external events and contribute to action plans in addressing any issues arising from survey outcomes. Provide input to and update project communications documentation including marketing literature, articles for publication in newspapers or magazines, promotional leaflets, web pages via the CMS. Attendance at relevant meetings as and when required, to include note and minute taking along with writing and circulating meeting communications if required. Responsible for projecting a positive outlook to both internal and external stakeholders. The PDO will have contact with staff outside the Project Team (Academics, AU HR, Finance, Marketing, Payroll, Estates, Consultants etc), and external organisations to the University (WEFO and BBSRC) using existing procedures to ensure the effective exchange of information and to build relationships to facilitate future working. Participate in internal or external formal networks, committees or working groups to ensure the effective change of information and to build relationships to facilitate future working. Help co-ordinate cross work stream activities, acting as an additional communication interface between the Project Team and other internal departments and individuals to expedite progress on agreed project activities and actions. Assist in maintaining project management procedures and lines of communication for the exchange of information between the Project Team and respective Consultants, Contractors, sub-contractors and all stakeholders involved in the project. On occasion may communicate detailed technical information or highly specialised problems to colleagues or other contacts. Operational Planning Assist in operating and managing established premises, linking with external providers and customers generally with regards to rented office space needs. This will include establishing operating protocols for the use of such spaces. This may also include the development of policy documents, tailored to the needs of the joint venture company.

5 Develop and maintain operating procedure systems for new commercial Residential, Associate and Virtual Members to the AIEC Office Block such as; applications forms, credit check controls, contracts to maximise revenue for AIEC Limited and ensuring customer satisfaction. Setting up new staff joining the Project Team, providing induction into project arrangements and systems. Human Resources and Health & Safety Manage operational activity relating to HR administration set by HR regulation and local practice across the department and for AIEC Limited. Day to day management and sole responsibility of the AIEC Departmental sickness absence reporting procedures on the Agresso system. Responsible for administration management of AIEC Department s HR related forms in line with Aberystwyth University s policies and procedures to include but limited to; HR staff pre-contract documentation and staff contract extensions. Carry out risk assessments as appropriate: e.g. the PDO will be skilled and trained to evaluate practical use of desk based activity to include staff use of VDU and general workstation suitability. Hold a current certification in First Aid, performing as the first point of contact for all personnel working in the AIEC Office Block, to provide cover within the team for this capability. To undertake health and safety duties and responsibilities appropriate to the post. To be committed to the University s Equal Opportunities and Diversity Policy, together with an understanding of how it operates within the responsibilities of the post. To be committed to your own development and that of your staff through the effective use of the University s Effective Contribution Scheme. Any other duties reasonably requested. Person Specification Essential Qualifications Educated to degree level in a relevant subject area or equivalent experience preferably related to project development. Experience Experience of supporting large complex projects. Experience of dealing with a variety of activities and stakeholders. Desirable Formal Project Management Qualification. Experience of working in an HE environment. Previous experience of project development within a capital build project environment. Experience of working with Customer Relationship Management systems.

6 Knowledge A knowledge or awareness of project principles, processes and techniques. Knowledge of large organisation business processes. Skills Strong financial administration skills and knowledge of WEFO funding audit requirements. Ability to manage conflicting priorities and workload, and to complete tasks and achieve multiple deadlines under pressure. Excellent IT skills including computer literacy in MS Office, with competency and experience in using Microsoft Project software. Excellent interpersonal and written communication skills with the ability to work efficiently and professionally with a range of internal and external stakeholders. Ability to nurture, maintain and influence relationships. Highly self-motivated, enthusiastic, confident and reliable, with a flexible approach. Ability to take the initiative, lead and be led by others. Willingness to be flexible and responsive to the needs of the Project Team as well as the wider organisation. Excellent team player. Good report writing skills. Prepared to work flexible hours when necessary. A commitment to equal opportunities and sustainability. Welsh Language An awareness of the bilingual nature of the university and an awareness of the procedures in place to support working bilingually. A willingness to learn Oral and Written Welsh to Standard A1.* *Oral and Written Welsh Language Level A1. I can: interact in a simple way provided the other person is willing to speak slowly, repeat or rephrase things, as well as being willing to help me use basic expressions and phrases, e.g. introduce myself or another person, ask and answer questions on familiar topics e.g. Where do you live?. write a short simple message as an or note, including the time, date and place. fill in forms with personal details, e.g. name, address and telephone number.