EPSIG Project Support

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

“Supporting continuous improvement across HMPPS, with the ambition for all to deliver highly effective services that protect the public and help people lead law-abiding and positive lives.”

We work across HMPPS to:

Identify priorities for improvement across the whole system Provide practical support, guidance, evidence-based tools and share good practice Provide services which are responsive to the needs of HMPPS, ones that staff want to use and know how to access when they need them

Our Values (how we deliver):

Collaborative, we learn and share

The Effective Practice and Service Improvement Group (EPSIG) is responsible for supporting continuous improvement across HMPPS. EPSIG helps identify priorities for improvement across the whole system (Prison, Probation and the Youth Custody Service) and develops products and services which are responsive to the needs of HMPPS.

The Project Support Manager will support the Business Development Function across all of its key areas of delivery. This role will report directly to the Portfolio Manager primarily supporting the Portfolio Manager and Communications and Stakeholder Manager. Their role will be to support the Portfolio Manager in the deliver of a robust Portfolio Management Function and support the Communications and Stakeholder Manager in the development and delivery of an effective internal and external stakeholder engagement strategy and plan and all associated EPSIG communications.

The post holder will lead existing legacy work and new work including:

Contributing to the design and delivery of effective Portfolio Management Function including all associated products and processesProviding support to the Portfolio Manager to maintain accurate records of project initiation documents, project plans, risk and issues logs and action logsProvide support where required to the Communications and Stakeholder Manager on the creation of internal and external group communications processes and oversight of key EPSIG communications.

This role will require strong planning and organisation skills. The post holder will be required to have or develop good drafting skills and be able to work in a dynamic way across the team to monitor project progress and facilitate project activities. The right candidate will be able to engage the wider group in the work of portfolio management and stakeholder management and engagement. The post holder will work directly to the Portfolio Manager effectively working across EPSIG in a matrix approach. The post holder will form part of the Business Development Function.

Overview of the job

The Programme Office Support Manager will provide a project office function to support programmes and projects

Summary

The Programme Office Support Manager will be required to provide a professional and efficient administrative support service to the Senior Programme Manager/Programme Manager and the Programme Management Office. The job holder will be responsible for developing key relationships with individual HQ Directorate Single Point of Contacts and the wider project leads and sponsors.

Responsibilities, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

Provide effective project office management services to the projects and programmes portfolio.Ensure all project related logistical arrangements are made including ensuring stakeholder meetings are scheduled and actions are accurately recorded and managed.Maintain all project documentation and be responsible for the configuration management and library of all documentation, including baselining and quality checking. This includes being the Local Information Manager and being responsible for the management of the file structure held under HERMResponsible for change control and management of all project documentation including the Plans, PIDS and associated project documentationAct as formal contact point between the NOMS Project and Trade Unions regarding project related issuesProduce ad hoc reports and all other documentation for the Project Executive and other Senior sponsors Manager such a project exception reports, dependency matrix, actions logs, meeting minutesEnsure the Programme Executive has relevant NEMC and other Senior Stakeholder documentation as required with outstanding actions being followed up.Coordinate, attend and minute Legal meetings, weekly Delivery Committee meetings, and monthly Union meetings.Pro-actively manage the actions produced by the various meetings attended.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.

Behaviours

Making Effective DecisionsDelivering at PaceWorking TogetherManaging a Quality Service

Essential Experience

Effective management, interpersonal and communication skillsTime management and prioritisation skills

Technical requirements

The job holder will be required to have a PRINCE 2 Foundation or be willing to undertake the necessary training required.Competent in the use of MS Office products and particularly in the use of MS Word, MS Excel and MS Project.