Project Planning Support Officer (The Synergy Programme)

Job description

The role of the Project Planning & Reporting Support officer is to work with PMO colleagues across all disciplines including planning, risks, and governance, and collaborate with stakeholders to be responsible for the effective delivery of planning and reporting responsibilities and contribute to the effective delivery of other PMO responsibilities.

They collaborate with stakeholders to ensure all aspects of the project are defined. They provide clarity on key milestones to define what, when and how activities will be organised to ensure the outcomes of a project can be achieved, with the resources available.

They lead on all aspects of project planning, which will include the development, updating and monitoring of plans and schedules. They identify tasks, activities, interdependencies and outputs for the project and work with the project team to track and monitor progress against the plan throughout the life of the project.

They manage all aspects of project reporting, which includes the development, updating and monitoring of a large suite of products to meet the needs of both Boards and Senior Leaders .

They cover a diverse range of activities to support the delivery of the projects objectives. They enable the smooth running of the project by supporting the Programme Management office lead through the operation of project management processes, and the co-ordination of business management actions and activities on their behalf.

They identify and create new automated reporting products using the most appropriate digital tools and software applications which will include PowerBI Developer, Visio and Microsoft 365/Office skills but not restricted to these products as new reporting tools become available.

They work across the programme to identify tasks, activities, interdependencies, risks, and outputs for the programme. Tracking and monitoring progress against the plan throughout the life of the programme.

Successful candidates will be expected to:

• Support the Synergy planning officers and project planning lead in conducting effective internal and external stakeholder engagement, at all levels, to deliver and maintain an integrated plan for the programme, including generating and tracking milestones.
• Implement and maintain appropriate Planning, Reporting and Risk systems.
• Establish and maintain project controls, reporting to the project manager aware of the project status.
• Prepare project performance reports, through analysis of information, reporting progress, slippage and highlighting areas of risk, challenges, and opportunity. Presenting statistics and researching latest information.
• Ensure organisational tasks are conducted efficiently. Manage and monitor compliance of the project with Departmental Security, Health and Safety, Equality and Diversity, Business Continuity and Business Planning.
• Manage professional relationships with a wide range of internal and external stakeholders, and function as lead point of contact for some external parties.
• Draft and sign-off correspondence,
• Plan, schedule and participate in planning meetings ensuring appropriate methodologies are used which align to team and programme priorities.
• Lead on reporting activity and work with the project to support delivery of the business case benefits and outcomes. Support capability building and the use of best practice in planning and reporting. Provide expert advice for team members and project community.
• Challenge and test project assumptions to ensure that plans are realistic and achievable. Develop of breakdown structures, quality criteria, product descriptions and monitoring strategy. Support the project manager to identify options to optimise delivery through resource smoothing, resource levelling and rescheduling of activities.
• Ensure that stakeholder responsibilities and needs are understood and addressed in reporting arrangements.
• Monitor and analyse information, reporting progress, slippage and highlighting areas of risk and opportunity.
• Provide expert advice on planning processes throughout the lifecycle of the project and provide day to day support to the Planning Lead / Team.
• Support secretariat duties as required delivering meaningful outputs, auditable logs, and records for Synergy Governance Boards.
• Manage procurement of supplies and services related to project support within Delegated Financial Authority limits.
• Ensure organisational tasks are conducted efficiently. Undertaking secretariat duties, including minute taking and project board support.
• Collaborating with colleagues across PMO team to review and action PMO Inbox correspondence within stipulate timelines.

Person specification

Essential Criteria

• Recent experience and proficiency within PowerBI at Developer level and as the role will require creating high level reporting artifacts to meet the needs of the PMO Team & Senior Leaders. (Lead criteria).
• Recent Practical experience in the use of the functionality of Microsoft Project including developing, tracking, and reporting artifacts within Microsoft Project Plans (MPP), producing detailed Work, and Product Breakdown Structures (WBS, & PBS). (Lead criteria)
• Comprehensive experience of SharePoint including maintenance, problem solving and enhancements of complex products. Able to p rovide expert advice to Synergy stakeholders at all levels.
• Experienced in exploiting advanced functionality of Microsoft Office applications, analyse information, reporting progress, slippage and highlighting areas of risk and opportunity to achieve time saving efficiencies
• Experience of using advanced MS Excel to analyse planning data, assessing for areas of concern, and presenting that data in charts and summary tables appropriate for multiple target audiences.
• Experience of generating management information reports, developing, and enhancing automated opportunities through both MS Project, PowerBi and Microsoft Software applications for multiple audiences.
• Experience of high-level stakeholder engagement in conducting effective internal and external stakeholder engagement at all levels to deliver and maintain an integrated plan for the programme, including generating and tracking milestones.
• Experience of monitoring and reporting by managing project controls, about the project status. Develop project performance reports.

Desirable Criteria

• Experience of successfully supporting projects or programmes to deliver results.
• Ability to support capability building and the use of best practice in planning and reporting.
• Ability to undertake secretariat duties as required delivering meaningful outputs, auditable logs, and records for Synergy Governance Boards.
• Ability to develop and generate data to align with governance reporting processes to support effective decision making.
• Knowledge of procurement of supplies and services related to project support within Delegated Financial Authority limits.
• Strong written and verbal communication skills, with the ability to influence, challenge and collaborate across boundaries and in sensitive political environments.
• Experience of working in a Shared Service, Enterprise Resource Planning or large service transformation environment is desirable.

Behaviours

We'll assess you against these behaviours during the selection process:

• Delivering at Pace
• Working Together
• Changing and Improving

Benefits

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension with an average employer contribution of 27%

Location

Applicants should apply for suitable posts where they can travel to and from their home office location daily within a reasonable time.

Please be aware that this role can only be worked in the UK and not overseas. Relocation costs will not be reimbursed.

Hybrid Working

This job role may be suitable for hybrid working, which is where an employee works part of the week in their DWP office and part of the week from home. This is a voluntary, non-contractual arrangement and your office will be your contractual place of work. The number of days that anyone will be able to work at home will be determined primarily by business need but personal circumstances and other relevant circumstances will also be taken into account. If you are successful, any opportunities for hybrid working, including whether a hybrid working arrangement is suitable for you, will be discussed with you prior to you taking up your post.

HASSRA

DWP colleagues will have the opportunity to join HASSRA, a vibrant and successful organisation that provides a first-class programme of competitions, activities and benefits for its members (subscription payable monthly). It also has an important part to play in helping us achieve a healthy work-life balance and wellbeing in the workplace.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window) , and will assess your Behaviours, Strengths and Experience.

As part of the application process you will be asked to complete a CV and 1000 word personal statement. Further details around what this will entail are listed on the application form.

Initial selection will take place by sift, based on the person specification .

Applicants should submit a Personal Statement stating how they meet the Essential criteria set out within the Person Specifications in no more than 1000 words.

Should a large number of applications be received, an initial sift may be conducted using the lead criteria:

Recent experience and proficiency within PowerBI at Developer level and as the role will require creating high level reporting artifacts to meet the needs of the PMO Team & Senior Leaders. (Lead criteria).

Recent Practical experience in the use of the functionality of Microsoft Project including developing, tracking, and reporting artifacts within Microsoft Project Plans (MPP), producing detailed Work, and Product Breakdown Structures (WBS, & PBS). (Lead criteria)

Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to assessment/interview.

At interview you will be assessed on strengths and behaviours. The behaviours we will select on are:

Delivering at Pace

Working Together

Changing and Improving

Sift and interview dates to be confirmed.

Further Information

Find out more about Working for DWP

A reserve list may be held for a period of 6 months from which further appointments can be made.

Any move to DWP from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk

Security Information

If successful and transferring from another Government Department a criminal record check may be carried out.

In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf. However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing [email protected] stating the job reference number in the subject heading.

New entrants are expected to join on the minimum of the pay band.

Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicants details held on the IFD will be refused employment.

A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5 year period following a dismissal for carrying out internal fraud against government.

Before applying for this vacancy, current employees of DWP should check whether a successful application would result in changes to their terms & conditions of employment, e.g. mobility, pay, allowances. Civil Servants that would transfer into DWP from other government organisations, following successful application, will assume DWP's terms & conditions of employment current on the day they are posted, unless DWP has stated otherwise in writing.

The Civil Service values honesty and integrity and expects all candidates to abide by these principles. Please ensure that all examples provided in your application are taken directly from your own experience and that you describe the examples in your own words. Applications will be screened and if evidence of plagiarism or copying examples/answers from other sources is found, your application will be withdrawn. Internal DWP candidates may also face disciplinary action.

Reasonable Adjustment

At DWP we value diversity and inclusion and actively encourage and welcome applications from everyone, including those that are underrepresented in our workforce.

We consider visible and non-visible disabilities, neurodiversity or learning differences, chronic medical conditions, or mental ill health. Examples include dyslexia, epilepsy, autism, chronic fatigue, or schizophrenia.

If you need a change to be made so that you can make your application, you should:

Contact Government Recruitment Service via [email protected] as soon as possible before the closing date to discuss your needs.

Complete the Reasonable Adjustments section in the Additional requirements page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if youre deaf, a Language Service Professional.

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window) .

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window) .