GRADE: Business Support
Scale 8- £32,722 - £34,660 per annum
STATUS: Full time, 37 hours per week Permanent Contract
LOCATION: Corporate Services – Strategic Projects & Funding Directorate - Llangefni Campus or other Grŵp sites (to be agreed)
LINE MANAGED BY: Director Strategic Projects & Funding
Grwp Llandrillo-Menai has developed a 10 Year Capital Programme which underpins the prioritisation of agreed capital projects and the building/land disposal schedule. The overarching purpose of this role will be to support the well managed initiation, development, delivery, and closure, of a suite of major Capital Construction Projects (totalling circa £90m by end 2024) and to support the process of disposing of capital assets (circa £12m by end 2024. All activities to be delivered via a Programme Management Office approach [P.M.O.] in accordance with PRiNCE2 methodology.
The post holder will work alongside GLLM staff, consultants, Clerk of Works as well as contractors in order to complete each capital project. All projects should be managed within the agreed timescales and Management alerted when variations start to arise in order to identify corrective procedures or amendments required.
The postholder will also provide reports to internal Boards and Committees providing information on project initiation, progress and completion as part of GLLM’s framework of internal governance.
The post holder will be required to support the Director in conducting a periodic review of each project and the resultant impact on the overall Capital Programme.
OVERVIEW OF ROLE
1. The focus of the role will be to manage and control each constituent Project within the overall Programme, as projects are in-turn, initiated, developed, delivered, & closed.
2. The post holder will be responsible for managing the application of the GLLM project control framework & PRiNCE.2 toolbox, including the development; maintenance & updating of:-
i. Project initiation
Project Proposal Documents (PP) & Project Initiation Documents (PID) ensuring clear direction & scope control is established and then maintained throughout.
ii. Roles, Responsibilities & Decision rights
The post holder will be required to service and steer the relevant Project Board and User Group(s). Completion of staff Roles & Responsibilities documents which incorporate Decision Making rights, & specific Terms of Reference (ToR) for each Project Board & Project UserGroup is a priority.
iii. Risks, Issues, Change Control, and Project Documentation
The post holder will be required to service and steer the relevant Project Board and User Group(s) with clear & concise GLLM standard project control documents, and will be responsible for judging how to capture, record, and actively manage & track all “open” College (client-side) Risks & management actions.
Also the post holder will be required to make decisions on how to capture, record, track & manage all College (client-side) Issues & mitigating actions, recording clear ownership & agreeing specific deadlines for completing all actions.
The post holder will be required to actively manage the GLLM standard Change Control (CC) process and all related documentation & evidence. Any proposed changes should be examined for potential time / cost / interdependencies / risks to the project, and controlled appropriately after being authorised according to the applicable Governance arrangements.
iv. Meetings & Summary Actions
The post holder will be required to summarise Meetings, Decisions & Actions – on GLLM standard documents including Action/ Ownership/ Delivery Date/ Status / Close-out.
v. Information and Reporting
The post holder will be required to prepare and configure, using GLLM standard management documentation, clear/concise decision information appropriate to the needs of each level in the chain, and proportionate to the scale and complexity of the project in question. These will include a Project dashboard report & a summary assurance report in the form of a regular structured project Highlight Report.
vi. Ingoing Streams & Handover Plan
The post holder will develop with Users a practical Hand-over Plan from the Projects stage to the business-as-usual side of the organisation. This will include pre-agreed intelligent hand-over metrics and sign-off documentation.
vii. Project Closure
The post holder will be required to support the Director in maintaining & updating a Lessons Learnt Log throughout the period of each project, as well as the production of a wellconsidered Lessons Learnt Report and a Project Closure Report at project completion.
3. The post holder will evidence well planned and dynamic Health & Safety arrangements and ensure they are effective at all times to cover:-
Business-as-Usual Teaching delivery located alongside the Capital Project (i.e ensuring suitable mitigations are in place by working with the GLLM “Clerk-of-Works” post holder).
the appointed Principal Contractor themselves, around the contract operational delivery boundary ceded to the Contractor under CDM 2015 Regulations.
tracking the active internal & external Site Safety Inspections, alerts, correctives, & audits.
4. The post holder will need to regularly represent the Director in negotiating a range of project deliverables with Managers and Assistant Principals (Users) and other User Group representatives (e.g. Facilities Management & I.C.T. Directorates).
5. The post holder will present Project information in advance of the Project board meeting to the Senior Responsible Officer (Principal or Executive Director) to facilitate appropriate meeting outcomes
6. From time to time the post holder will represent the Director in negotiating Community Benefits with external third-party stakeholders such as Community Groups, Community / Town Councils, and Social Enterprises.
7. The post holder will be expected to carry out other duties appropriate to the level and character of the post.
Experience of project management in a multidisciplinary area following PRiNCE2 methodologies.
Experience of working within construction arena and a good appreciation of the roles of professional staff in completing a successful capital project.
Proven ability to produce accurate, well-supported and presented reports & decision information, relating directly to relevant supporting evidence.
Ability to analyse problems and present well-argued case for a specific course of action.
Excellent communication skills and interpersonal skills.
Highly organised with the ability to work constructively and at a fast pace. Ability to work well under own initiative as well as part of a team.
Observe high levels of discretion and confidentiality at all times.
Good understanding of the highly commercial nature of the construction industry.
A good understanding of Construction Site Safety Regulations, in particular the Construction Design & Management Regulations  (HSE.CDM.2015 Regulations.
Good working knowledge of Microsoft Office MS.Word.
Working Knowledge of MS.Projects & MS. Power Point.
Good understanding of the requirements to meet compliance with the range of relevant GLLM public sector procurement rules.
Good understanding of the requirements to meet compliance with relevant legislation Data Protection, Health & Safety in all aspects of the post holder’s duties.
PRiNCE.2 Practitioner Certification
NEBOSH Diploma Certification
CDM2015 Principal Designer
APMP Member of Association for Project Management
Working knowledge of MS Visio
Understanding of the operation of Quality Control Systems & ISO.9001
The ability to communicate effectively in English and Welsh is desirable for this post