Project Support Officer - Req24261

Internal vacancy. Applications will only be considered from existing Leeds City Council employees.

As a Project Support Officer, you’ll thrive on providing support to a broad range of transformational projects which will respond to the local needs of people in Leeds as well as the national care agenda. 

Leeds City Council is one of the largest employers in the region with over 14,000 employees. We seek to recruit and develop talented individuals who embody our council values and ambitions.

About you

As a Project Support Officer you will bring to the role:

• Experience of providing administrative support in a dynamic public facing environment.
• Understanding of the transformation agenda in Adults & Health. 
• Experience of positively supporting a wide range of meetings and workshops including minute taking.
• Experience of prioritising and organising work whilst maintaining flexibility to deal with conflicting demands, an unpredictable workload and strict deadlines.
• Able to cooperate and work as a team with other staff members to provide a flexible and responsive service.

About the role 

This is an exciting time to join the Service Transformation Team. We are developing innovative commissioning initiatives, redesigning social care services, implementing joint working with health partners, growing our digital portfolio and expanding our flagship asset-based community development programme that builds on our strengths-based approach to social care. The team is driving innovation through user-centred design, co-production and use of technology.

As our next Project Support Officer you’ll be an important part of a team supporting the delivery and success of transformation projects which will improve the care and support services which people in Leeds who need them draw from. 

The Adults and Health Transformation Team plays a key role in delivering transformational change to support people across Leeds to live good and fulfilling lives.

What we offer you

We take pride in offering the best employee experience, with benefits including:

• a competitive salary and annual leave entitlement plus statutory holidays
• membership of the West Yorkshire Pension Fund with generous employer contributions
• flexible and hybrid working arrangements subject to service requirements
• a clear career pathway and continuing professional development opportunities
• a range of staff benefits to help you boost your wellbeing and make your money go further

How to apply

Please complete the online application form.

Read our guidance for further advice. Please check your information carefully and ensure you complete all sections before submitting your application. 

If you have any queries or would like an informal chat about the role please contact James Bravin, Project Manager (james.bravin@leeds.gov.uk)

Interviews anticipated to be held week commencing 29th January 2024. 

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults.

We promote diversity and want a workforce that reflects the population of Leeds. Leeds City Council is ranked 70 on the Stonewall Equality Index 2023. We are also an age-friendly employer, a Mindful Employer and a Disability Confident Leader.

This role is based in the UK. Employment is conditional on confirmation of the right to work in the UK - either as a UK or Irish citizen, under the EU Settlement scheme or having secured any other relevant work visa. If you do not have the right to work in the UK and the role does not meet eligibility for sponsorship, please consider carefully whether you meet the eligibility to apply.

Job Description

Job Purpose:

To work flexibly to provide effective support to the Service Transformation Team, contributing to the successful delivery of major transformational projects and programmes, in response to the local and national transformation agenda Adults & Health. 

Responsibilities:

To work as part of the Service Transformation Team and provide portfolio support, together with day to day administrative and Project Support in order to assist in the effective and efficient delivery of programmes/projects using appropriate project management methodologies.

To arrange, attend, document and minute Service Transformation Team, Programme Board, Project Board, working group and other meetings and workshops, including scheduling, agenda planning, preparation and facilitation.

To produce Management Information from databases and spreadsheets by inputting and retrieving information from systems including electronic management information systems. 

To take responsibility for the development, implementation and maintenance of effective and efficient administrative systems, such that appropriate support is provided to Programme and Project teams at all times

To take responsibility for the update, configuration, change management and version control of programme and technical documents, including providing a central repository for documentation, organisation of file & folder structures and provision of templates.

To support the development and production of programme/project management documentation and reports.

To research, investigate, analyse and provide statistical and management information which enables the production and presentation of briefings and reports.

To assist with capturing and communicating lessons learnt from programmes and associated projects and workstreams.

To assist with the capture, recording, classification, monitoring and reporting of issues and risks

To assist with the identification, monitoring, tracking and capturing of programme, project and workstream benefits

To develop and maintain both manual and electronic management information systems and records and to be responsible for data quality and file destruction within guidelines

To deal effectively with internal and external telephone, written and face to face enquiries

To undertake general clerical and/or word processing duties, including photocopying and the distribution of material

To order and requisition of goods and services as required, and to establish and maintain effective budgetary records, expenditure details and information relating to purchases and orders.

To undertake routine financial transactions including obtaining petty cash and maintaining financial records as required

To ensure good quality customer care standards are provided.

Flexible and adaptable to change to assist other services as required commensurate to grade  

To participate in appraisal, training and development activities as necessary to ensure up to date knowledge and skills

To improve own practice through observation, evaluation, discussion with colleagues and development programmes.

To work collaboratively with colleagues, knowing when to seek help and advice.

Contribute to the overall ethos, work, and aims of the service by attending relevant meetings, training days/events as requested.

Be aware of and comply with Leeds City Council policies and procedures e.g. child protection, health, safety and security, confidentiality and data protection, reporting all concerns to an appropriate person

Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding and promoting the values, standards and equal opportunities of Leeds City Council. 

Recognise and appropriately challenge any incidents of racism, bullying, harassment or victimisation and any form of abuse of equal opportunities, ensuring compliance with relevant policies and procedures.

The Council has adopted a flexibility protocol and this role will be expected to work within these parameters.

The duties outlined are not meant as an exhaustive list and will also comprise any other duties within the spirit of the post commensurate with the job evaluation outcome for this post.

ESSENTIAL REQUIREMENTS: It is essential that the Candidate should be able to demonstrate the following criteria for the post within the context of the specific role duties and responsibilities:  Candidates will only be shortlisted for interview if they can demonstrate on the application form that they meet all the essential requirements

Method of Assessment will be through one or more of the following Application Form, Test, Interview, and Certificate

Skills Required

Able to work flexibly across different work locations and areas as appropriate.  

Able to communicate key issues effectively and appropriately, verbally and in writing, to a variety of audiences.

Highly developed word processing skills.

Able to cooperate and work as a team with other staff members to provide a flexible and responsive service.

Knowledge Required

Understanding of project and formal project management techniques and reporting requirements e.g. Prince II or the Council’s APM is desirable.

Understanding of risk management and benefits realisation within project management methodologies

Understanding of the transformation agenda Adults & Health.

Understanding of public sector and local government issues.

Experience Required

At least three years experience of providing administrative support in a dynamic public facing environment.

Excellent organisational, numerical, literacy and analytical skills.

Experience of working effectively on own initiative and with minimum supervision.

Experience of solving problems in a constructive manner.

Experience of setting and working within quality standards.

Experience of prioritising and organising work whilst maintaining flexibility to deal with conflicting demands, an unpredictable workload and strict deadlines.

Experience of dealing sensitively with confidential information and ensuring this information is current, accurate, accessible and secure.

Experience of setting up and managing central filing/ tracking, financial and other administrative systems.

Experience of positively supporting a wide range of meetings and workshops including minute taking.

Experience of contributing to supporting change programmes that improve service quality/delivery and support a culture that drives up standards and performance.

Experience of using a range of IT software, including Word, Excel, Outlook, PowerPoint.  Experience of using project management software desirable.

Experience of preparing and presenting information concisely and clearly.

Experience of drafting and proof-reading correspondence using a high standard of written English.

Experience of exercising judgement in dealing with visitors and telephone enquiries

Behavioural & other Characteristics required

Committed to continuous improvement.

Ability to understand and observe Leeds City Council Equal Opportunities Policy.

To carry out all duties having regard to an employee’s responsibility under Health & Safety Policies.

Willingness to actively participate in training and development activities to ensure up to date knowledge, skills and continuous professional development

Understand and embrace our values, behaviours and codes of conduct.