Job Description Directorate/Group: Corporate and Business Support (CBS) Location: Southampton Post Title: Grade: Project Delivery Lead NERC Band 4 Post responsible to: Chief Operating Officer Posts responsible for (and grade): N/A Context or Background (optional): The role manages the delivery of the roof replacement project on the Southampton building. The building is jointly occupied by both NOC staff and University of Southampton staff, students and tenants. The post reports to the Senior Responsible Officer (SRO) of the project but sits functionally with the Estates group, which supports the working environment throughout all of the NOC sites. The NOC Estates team provides a quality service to all organisations accommodated, ensuring facilities and estates that are safe, sustainable and sensitive to changing needs. The group provides expert and professional support to the core business of NOC and associated organisations, thereby enabling and enhancing their strategic operations. Job Purpose: The main purpose of the Project Delivery Lead role is to establish, develop and ensure the delivery of an effective project to deliver a new roof. A key task is the stakeholder management as well as actual management of the project including reporting to the Oversight Board, on that as well as finance and overall project risks and issues. Initial work has involved the production of a Business Case underpinning approval of funding for the replacement of the roof. The total value of the Project is expected to be 12m. The next task will be to create the project delivery plan, ensuring a suitable method of decant is considered and established. The post holder will also need to establish communication channels within the complex governance structure and build key relationships to ensure they can lead the project delivery on a day to day basis. This will require good management skills to deliver the agreed outcomes for all the diverse stakeholders impacted by this work. This is to include procurement of the design contractors and contract management, maintaining oversight and ownership of an overall strategic framework that manages the risk, of both construction and decant, appropriately between all the parties involved. Monitor and control project progress and performance, on a time cost and quality basis. Expectations of the role: Accountable to the SRO for creating and leading the project to deliver the agreed outcomes within time, cost and quality. Lead the development and drafting of the Project Delivery Plan, which will evolve out of the Business Case, seeking input from specialists and all the funding parties (both NERC and University of Southampton) as necessary. Develop and agree the project mission, creating measurable success criteria and appropriate mechanisms for monitoring and controlling the project. Develop and implement an appropriate contracting and procurement strategy to effectively manage the risk of both the decant and the construction across all the parties; including ensuring the funding arrangement is secure for the life of the Project Take the lead in communicating with and managing various different internal and external stakeholders, delivery partners and contractors effectively; working successfully to resolve issues or conflicts. Provide day to day leadership and management of the project team and contractors. Ensure that appropriate standards, best practice and lessons learned are sought and applied throughout the project. 1
Establish best practice monitoring reporting to all parties, including the development of a Project dashboard. Including quality monitoring methods and reporting. Establish and monitor the Benefit Realisation Plan for the Project, including suitable evaluation methodology. Establish a lessons learnt log and pass this of the Project. Key Accountabilities/Primary Responsibilities: % Time 1 Design, establish and take ownership of the business case, detailed project plans, including proactively identifying and resolving cross-functional issues. Set appropriate delivery methodologies and manage the effective transition between project phases. All to be included in a Delivery Plan. 2 Work collaboratively with the SRO to manage senior stakeholders to ensure all interests are identified and addressed. Manage the communication to develop buy in and build cooperative relationships both internally and externally. 3 Establish and maintain effective leadership and management controls; providing day-to-day operational and tactical support to monitoring and managing project deliverables in line with project plans. Oversee and lead on the strategic procurement process to fit current procurement regulations and manage the risk in the most effective way. Ensure the contracting for funding is secured across the whole life of the Project. Pro-actively chase project activities to completion, ensuring work packages are completed and key milestones are met. 4 Establish and maintain effective governance and assurance for the project; providing appropriate structure for decision making and the appropriate reporting in all areas required by the SRO. Establish change management processes that ensure changes to deliverables are agreed with stakeholders. 5 Identify skill requirements at all stages of the project, oversee the effective deployment of skills including all contractors. Ensure that project resourcing is up to date and that any deviations from the plan are effectively managed and reported. 6 Identify and monitor dependencies across the project to minimize exposure to risk. Classify and scrutinize risks and issues, developing mitigating actions and escalate as appropriate. 7 Develop appropriated phased budgets, matched to deliverable and other appropriate milestones. Monitor and manage delegated project budgets within financial procedures, including expenditure, revenue recognition, and accurate invoicing/good receipting. 8 Provide support and guidance to all members of the project team encouraging effective working relationships with internal and external project partners. 9 Ensure all projects employ best industry standard practices. Take ownership of driving consistent, repeatable standard operating procedures, methodology and tools to ensure the highest standard of quality for planning, scheduling, tracking and controlling projects. 20% 30% Expectations of all staff: Comply with Research Council and NERC policies at all times, including Equal Opportunities Policies, and ensure that duties are carried out in accordance with relevant policies, procedures and guidance documents as directed by NOC. Promote and demonstrate a personal commitment to NOC values and People Strategy. 2
Promote and demonstrate a personal commitment to Working with Respect NOC Guidance. Attend relevant seminars, workshops and training events and maintain professional development by completing CPD (Continuous Professional Development) appropriate to the role. Maintain a safe working environment by attending Health and Safety training as required and follow local codes of safe working practices and actively contribute to embedding a safety culture across NOC. Adopt and promote awareness of NOC s environmental aims and other initiatives. Carry out other duties within the scope, spirit and general purpose of the post and adopt a flexible approach to work. As duties and responsibilities change this job description will be reviewed and revised in consultation with the post holder. Undertake such other duties within the scope of the post as may be reasonably requested by your Manager including representing Estates on internal committees where appropriate. Personal Specification Criteria (Please list 3 key essential/desirable criteria for each of the following categories) Essential criteria to be measured for shortlisting purposes (Add where Essential criteria to be measured for interview purposes (Add where Desirable criteria to be measured where candidates may otherwise score equally on essential criteria. (Add where Qualifications and Knowledge: 1 Educated to degree level with significant depth and breadth of experience in delivery of complex projects. 2 Registered Project Professional Practitioner level project management qualification, such as PRINCE 2 or APM. OR Significant experience of project and contractor management to a successful conclusion Experience related to position: 1 Experience in Business Case development; demonstrating the ability to prepare, develop, commission and update business cases to justify the initiation and continuation of projects in terms of benefits, value for money and risk. 2 Experience of having developed a procurement strategy for construction work. Managed a construction contract process which met procurement regulations. Used contracts to manage risk of Project deliverables in an even way across the parties involved. Managing construction contracts generally. 3
3 Track record of successful delivery of large and complex projects. Extensive experience in defining and planning the fundamental components of a project in terms of its scope, deliverables, time scales, resource requirements and budget. 4 Proficient at managing stakeholder engagement with proven ability to systematically identify, analyse and communicate with stakeholders. Track record of influencing others with the ability to negotiate, change and impact decisions with both internal and external stakeholders. Skills: 1 Ability to work within an environment of uncertainty and continual change with the aptitude to make decisions and set direction without having the full picture; skilled at re-focusing as details emerge. Expert at recognising complex problems or situations that are new or without clear precedent, evaluate alternatives and find a solution using a systematic, multi-step approach. 2 Excellent financial management skills, with demonstrated evidence of budgeting, cost management and accountability through prior projects. 3 An adeptness at identifying and amending appropriate project frameworks and methodologies through the project lifecycle that enable an efficient delivery. Ability to clearly define roles, responsibilities and accountabilities and establish controls and approval routes appropriate to each stage of the project to monitor project progress and compliance. 4 Skilled at developing, producing and maintaining schedules for activities that take account of dependencies, resource requirements and constraints in order to enable the efficient realisation of benefits. Supported by strong computer literacy with an excellent working knowledge of Microsoft Office based components, in particular, Microsoft Project. Behaviours: 1 Excellent verbal and written communication skills, selfconfident with the ability to instil confidence and trust in others, present a compelling vision and set clear direction, that motivates others to work towards a common goal. 2 Demonstrates resilience with the ability to adapt to changing circumstances and adverse situations whilst remaining calm, reassuring others and maintaining performance. Consistently demonstrates NOC s values. 4
3 A natural team player capable of working with staff at all levels of the organisation, excellent at sharing and disseminating information at key stages of the project. Aptitude to recognize, anticipate and effectively deal with existing or potential conflicts at an individual, team or strategic level. Other requirements: 1 A talent for building and sustain productive working relationships with a variety of colleagues within the organisation and external stakeholders. 2 The post holder may be required to travel within the UK, and occasionally internationally to liaise with suppliers and stakeholders. 5