Project Officer, Oliver McGowan

Detailed job description and main responsibilities

·          Develop and maintain effective relationships with colleagues and other stakeholders from a wide variety of partner organisations, ensuring clear and effective channels of communication.  Assist with coordinating an effective change control process, consulting with key stakeholders as necessary.

·          Provide and receive complex sensitive information including highlighting difficult and controversial issues to Programme Management.

·          Liaise with a wide range of teams to ensure a strategic and tactical approach to the programme and ICS workforce arrangements is taken.

·          Coordinate high levels of engagement with a wide range of partner organisations from across the GM networks to ensure projects are effectively implemented.

·          Work with provider organisations to ensure effective connectivity with their developing provider arrangements

·          Work as part of the wider Partnership team and stakeholders to further our organisational goals.

·          Working with other administrators / PA’s to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators’ general duties on the base;

·          Working with all team members in the collection of information for performance reporting on relevant team projects.

·          Act as a first point of contact for area of work for a wide range of stakeholders, dealing and responding effectively with complex queries and passing on relevant information to appropriate team members sensitively and autonomously

·          Communicating and engaging with external and internal stakeholders which may require negotiation skills and understanding the needs/requirements of other organisations, senior professionals and individuals;

·          Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

INFORMATION RESOURCES, ANALYSIS AND DECISION MAKING

·       Carry out timely and accurate information analysis and reporting on agreed areas of portfolio and present findings in an agreed manner.

·       Develop and maintain databases required by job.

·       Maintain administrative and information resources

·       Accountable for the coordination of all project documentation, including effective record keeping and version control of project documentation.

·       Takes decisions on difficult issues where there may be a number of courses of action.

·       Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team

·       Updating and maintaining data bases and/or spread sheets relevant to work area

PLANNING & ORGANISATION

·       Support the coordination of a range of complex projects and initiatives, ensuring that regular reporting arrangements are in place to keep colleagues, programme boards and key stakeholders are kept informed.

·       Support the use of business management tools to coordinate resources and individual project budgets.

·       Organising meeting, events, activities and conferences as requested involving internal colleagues and high level stakeholders.

·       Updating and maintaining data bases and/or spread sheets relevant to work area, and manage meeting arrangements including the taking and distribution of minutes etc.

·       Support specific commissioning work and service specification development, as required

·       To assist with developing business cases as required

·       Organising and planning events and workshops as necessary and preparing supporting information material

·       To support the running of events and workshops, including running a registration desk and supporting the logistics of the event on the day

·       To co-ordinate meetings ensuing that people have good clear information prior to the meeting, and that rooms are available

·       Chasing up queries, progress and solving day to day issues and problems

·       Coordinate human relations activities across the programme, with internal and external stakeholders, including individuals who are autistic or have learning disabilities.

·       Support training and induction of new and existing staff, and wider colleagues where applicable.

·       To process income and expenditure requests for authorisation by senior officers.

·       Coordinate effective project finances both to plan and implement the programme, and to help realise any financial outputs required from the programme e.g. reporting.

·       Support procurement activities as appropriate, both with suppliers and finance colleagues.

·       Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment.