Role Profile Senior Project Support Officer Second Step 9 Brunswick Square BS2 8PE
1.0 JOB DESCRIPTION This job description does not describe a comprehensive list of duties, rather a broader range of accountabilities and performance indicators. The role profile is subject to review and changes. 1.1 JOB PURPOSE The Senior Project Support Officer will provide programme and project support to the Chief Executive s Office on a range a portfolio of projects as assigned. They will produce and maintain project documentation and co-ordinate project monitoring and reporting as directed and will require a high degree of effective organisational, administrative and IT skills with the ability to balance a wide variety of priorities. A strong attention to detail and the ability to show initiative and autonomy will be required together with an ability to work under pressure in a variety of situations. Previous experience of either managing small projects or elements of large projects through to successful implementation without requiring daily support is essential. 1.2 JOB CONTEXT Second Step provides support, care and psychological services to people with mental health, learning disability and other related support needs. The aim is to deliver recovery and wellbeing opportunities for people with mental health and other support needs to achieve their hopes and ambitions. Second Step operates in Bristol, North Somerset, B&NES and South Gloucestershire. The objective for the organisation is to ensure robust, well-managed, creative and high profile organisation that is well resourced and values and promotes participation from service users, staff and Board members.
1.3 ORGANISATION Immediate Supervisor: Chief Executive Colleagues/Peers: Corporate Management Team, PA to the Chief Executive
1.4 JOB ACCOUNTABILITIES Carry out and progress specific project work, as directed, for the Chief Executive and Executive Management Team (EMT) Drafting briefing papers, correspondence and other documentation for projects and the day to day running of a variety of functions as directed Ensuring that all programme and project documentation such as project plans, lessons learnt etc. are maintained to a high standard Producing programme and project status reports Following up actions from meetings with appropriate people as required Working with other members of different teams to investigate any variation or exceptions to proposed plans Advising and coaching junior support members of staff when required Contributing to the development of programme and project governance arrangements using core project management approaches in all documentation Identifying and managing risks and issues, maintaining tracking mechanisms as appropriate and taking a lead role in escalating and resolving risks and issues where appropriate Leading or contributing to the development of improved internal systems and processes Presenting information and issues, explaining complex issues, to a wide range of internal stakeholders Providing co-ordination of and participation in relevant internal and external working groups, providing project advice where requested Organising activities at project completion to include post project review and transfer of project information and knowledge, including collating and dissemination lessons learnt
1.5 PERFORMANCE MEASURES AND CRITICAL SUCCESS FACTORS Completion and supporting the delivery of projects as directed by the Chief Executive Delivery of effective project management skills to support a portfolio of projects Production of accurate project management documentation to specified regular deadlines Maintenance of effective communication across the organisation Collaboration and contribution to the effectiveness of the team
2.0 PEOPLE PROFILE 2.1 PERSON SPECIFICATION Essential Skills GCSE or equivalent English and Mathematics grades A-C Ability to work flexibly with changing priorities Prince 2 Foundation level accreditation or equivalent Highly organised and skilled in the use of project management processes and methodologies Fully competent in all Microsoft applications, especially Office Word, Excel, Outlook, PowerPoint Ability to prioritise effectively and manage deadlines Highly motivated and resourceful Excellent presentation skills Ability to work on own initiative and also as part of a team Excellent interpersonal and communication skills Ability to draft briefing papers for use by senior staff Desirable Degree level education and/or professional qualification or alternative relevant experience Prince 2 Practioner level accreditation or equivalent Strategic thinker with the ability to anticipate and problem solve Ability to use Microsoft Project Knowledge Comprehensive knowledge of project principles and tools to aid success of projects Understanding of the principles of effective communication and engagement A proven understanding of sector funding regimes A proven knowledge and understanding of people with mental health and complex needs Experience Experience of administering projects Previous experience of using project management methodology Proven experience of co-ordinating projects in complex and challenging environments Proven experience of setting up and implementing internal processes and procedures Experience of planning over short, medium and long-term timeframes and adjusting plans and resources accordingly Experience of arranging and supporting meetings and formal committees Experience of working in the voluntary sector Experience of working in Mental Health Services Experience of working with Service users and Carers Experience of making effective contributions at a variety of levels including corporate level Values Commitment to equality and diversity issues at work An enthusiastic can do approach High level of personal responsibility displaying motivation, commitment, perseverance and conscientiousness A commitment to the principles of recovery
2.2 COMPETENCIES Competencies required for this role are as follows; Recovery Orientated Practice Customer Care Effective Communication Partnership and Teamwork Personal and Professional Development Strategic Thinking and Analytical Reasoning Leadership and Influencing
Competency Entry Level (2) Desired Level (3) Exceptional Level (4) Effective Communication Understands the information required by their peers and reports and is skilled and confident at communicating with, and listening to, others Plans and manages all communications and ensures they are clear, effective and have maximum impact Has highly developed presentation abilities and is effective at promoting the key messages and objectives of organisation Designs and writes well structured, clear and relevant documents, letters and reports Communicates with others in a form and manner that takes into account their background, culture and level of understanding Is a sensitive communicator, able to diffuse difficult situations by careful handling of communications Designs and creates effective presentations and reports and is skilled and confident in presenting to audiences Plans communication around the needs/objectives of the audience Distils key messages or key conclusions from complex situations Competency Entry Level (2) Desired Level (3) Exceptional Level (4) Partnership and Teamwork Develops and maintains effective Always tries to understand the needs working relationships, understands and and priorities of colleagues and contributes to the collective reports, builds relationships based on responsibility for achieving results co-operation, respect and trust Helps team decision making by their Facilitates in their team a culture of own contribution and supporting others openness, co-operation, trust and to contribute responsibility Able to work effectively in different cultural situations and with different groups Able to identify and understand politics and negative behaviour in others and work through and resolve these positively and tactfully Makes a positive contribution to wider team processes such as problem solving, or implementing change Shares power within the organisation and across networks and develops constructive relationships with SMT and other stakeholders, to enable their true involvement in decision making Is seen as a role model for partnership and teamwork Respected and trusted by everyone they work with
Competency Entry Level (2) Desired Level (3) Exceptional Level (4) Personal and Professional Development Understands the nature and causes of their emotional reactions to particular situations and actively manages own emotions and reactions when necessary Knows their strengths, and limitations, and understands how they impact on others in a range of situations, including when providing leadership that makes a difference to their team Is open and realistic about their own competencies and shares this selfappraisal with their supervisor. Uses feedback from their supervisor to improve their self-appraisal skills Is sensitive to the needs of others in difficult or pressured situations Actively participates in supervision, reflects on supervisor s feedback and applies this learning to future work Recognises others anxieties and problems, and facilitates them to find ways of dealing constructively with these Uses reflection on their work in supervision to maintain and improve their work Maintains their own personal and professional development by using both formal and informal learning opportunities, independent of/in addition to, their supervisor s suggestions Actively shares their own learning with people they supervise Is able to reflect on the quality of supervision given and received and seeks to address any concerns appropriately Is a self-directed learner, able to accurately assess own development needs and consistently seeks to acquire new skills, knowledge and learning opportunities Competency Entry Level (2) Desired Level (3) Exceptional Level (4) Strategic Thinking and Analytical Reasoning Makes decisions, sets priorities or develops goals based on future potential and benefit Analyses problems and situations and finds long-term solutions and benefits that improve service/team s outcomes A lateral thinker, able to rotate a complex issue mentally and consider wide ranging options to address complex issues and risks Consistently takes a wide, long-term view of challenges, risks and opportunities and develops key strategies to respond to them Develops and maintains a vision for the department to provide direction for services and teams, and contributes to a shared vision for the organisation Understands, clarifies and makes appropriate use of diverse information Carries out complex analysis of diverse information and uses the intelligence of others to identify options. Able to identify the many issues involved Creates and introduces completely new approaches/solutions to improve future department and organisation performance Makes sense of disparate information, sees patterns and trends Crystallises the key ideas, issues or observations from complex data
Competency Entry Level (1) Desired Level (2) Exceptional Level (3) Leadership and Influencing Points out the pros and cons of a particular action or proposal. Uses one or two well-reasoned arguments, (including using facts and figures where appropriate) to convince others of their proposal. Sets and communicates goals and targets to report team, regularly reviews work tasks and allocates these to team members, including agreeing individual objectives. Monitors the performance and progress of the team and is aware of the impact on the wider organisation. Delegates work appropriately, taking account of the abilities of team members. Takes initiative when required. Maintains an overview and ensures efforts are co-ordinated and focussed on what makes a difference. Provides a motivational lead to team members, communicating optimism and enthusiasm for the job. Understands the need to use informal persuasion and provision of information, to influence others over whom they have no authority. Takes the time to build critical mass or support for a position, with the end aim of getting results by working in partnership. Identifies and addresses performance issues and creates a supportive, positive climate. Is a credible leader, obtains required resources for the team and encourages team to take the maximum possible personal responsibility. Provides leadership by fully involving the team in setting objectives, priorities and direction.
Competency Entry Level (1) Desirable Level (2) Exceptional Level (3) Change Management Is able to implement changes in policy Is able to implement new strategies Understands the nature of change and and procedure with guidance with guidance its impact on individuals; continually develops both general and specific Understands that the working Is able to accept change and view it as plans for the proactive management of environment is one of constant change an exciting opportunity people through change Involves others in change to create a sense of ownership Promotes the benefits of change Facilitates team in a manner through At a departmental level evaluates and change to create a sense of ownership challenges current ways of doing things, developing new services/processes taking proper account of costs, benefits, buy-in and impact Able to manage change projects through development and implementation to evaluation and feedback Plans own and report projects and tasks, establishing clear long-term priorities to ensure that department and organisation objectives are met, and regularly reviews progress against targets Brings in project work on time and budget
Competency Entry Level (1) Desirable Level (2) Exceptional Level (3) Finance and Business Awareness Has basic understanding of financial measures of performance as they apply to their department Is familiar with products and services in own sphere Strives to provide value for money in every transaction Uses financial measures to undertake analysis of department highlighting strengths and weaknesses Has knowledge of competitors, what they do and what services they offer Applies the results of financial analysis (e.g. benchmarking) to develop own activities and areas of responsibility Knows where department s strengths and opportunities lie and seeks to Understands, profitability, cash flow and exploit them key principles of cost benefit analysis Effectively manages own budget, monitoring and controlling the use of resources Competency Entry Level (1) Desirable Level (2) Exceptional Level (3) Releasing Potential Coaches reports including giving feedback. Agrees and regularly reviews individual s and team s performance against objectives. Regularly gives clear, specific feedback, both positive and negative, to people they manage. Passes on own skills and knowledge to others. Supports and integrates diversity policies and procedures into management practices. Creates and uses a variety of on the job opportunities to keep people learning. Gives coaching and places emphasis on self-development, showing how this can be done. Deliberately lets others take the lead and the credit by stepping to one side, to grow their capability and confidence. Understands implications of diversity and applies this knowledge to ensuring that his/her team is committed to and involved in the effective management of diversity Encourages others to take responsibility for their own development and creates a supporting environment where mistakes can be admitted and learned from. Gives team members responsibility and challenging work but supports them when necessary. Provides space for others to be creative, innovative and to take risks so that they can develop their own capabilities and approaches. Management of diversity is communicated effectively, sensitively and implemented
effectively.