Project Support Officer required for our client based in Ballymena 37hpw Mon-Frid - £17.53ph - 1 year with possible extension.

MAIN PURPOSE OF THE JOB

The Project Support Officer will play a key role in assisting the Major Projects Team deliver large scale strategic capital projects for Mid and East Antrim Borough Council. The team will manage a number of projects including Belfast Region City Deal and the regeneration of St Patrick's Barracks.

The Project Support Officer will be involved in all stages of project development from the business case stage, through concept to detailed design and on site delivery. They will be required to provide professional support, advice and make recommendations to the Major Projects Team and carry out all the functions associated with successful programme delivery.

MAIN DUTIES AND RESPONSIBILITIES

1. Service Delivery

• Support the Major Projects Managers and Programme Manager in assisting and delivering Major Projects from inception to completion.
• Assist with the preparation of procurement documentation for a range of consultants and contractors;
• Coordinate with a range of consultants and contractors obtaining up to date project information i.e. drawings, specifications, cash flow forecasts;
• Assess project information received from consultants and contractors ensuring that it meets Council requirement such as reviewing architectural design information against the client brief;
• Track project deliverables against programme and budget, producing accurate project status reports for the Major Projects Team and external stakeholders i.e. Third Party Funders, Government Departments and other Local Authorities if required;
• Assist the Major Projects Manager during the construction phase of projects by undertaking site inspections and attending technical meetings if required;
• Coordinate and liaise with a range of local and central government agencies on behalf of the Major Projects team
• Organise meetings involving a range of project stakeholders including issuing agenda's, attending meetings and accurately recording minutes;
• Ensure meeting rooms or conference facilities are booked for the completion of scheduled meetings with the appropriate equipment as required;
• Organise events such as public consultations and stakeholder engagements;
• Update project documents including programmes, risk registers, financial reports;
• Responsible for diary management and scheduling appointments for Manager including screening telephone calls, enquiries and requests, handling them when appropriate. Dealing with correspondence, writing letters and producing documents.
• Administration of invoices to include raising purchase orders, coding and payment in accordance with agreed timescales and Council procedures;
• Create and maintain an effective filing system for project information including digital and hard copy information;
• Liaise with other Council departments both verbally and in writing e.g. Finance, in a competent and professional manner to assist in the delivery of Major Projects Programme;
• Liaise with other disciplines, outside agencies and departments in a competent and professional manner;
• Provision of a general administration service to the department, including word processing, maintenance of spreadsheets and databases, photocopying and scanning, localised filing systems and dealing with general enquiries from the public.

2. Quality
   • Adhere to and comply with all Council policies and procedures relevant to this role, including arrangements for health & Safety and risk management.
3. Performance Improvement
   • Participate in the formulation, implementation and evaluation of the Department Business Plan and relevant Service Plans responding to changing trends and citizen needs.
   • Achieve high standards of personal performance, through meeting agreed personal targets and undertaking planned programmes of professional development.
   • Examine opportunities to gain efficiencies and improve effectiveness including collaborative partnerships, joint working and other innovative approaches to achieve best value in the use of public money.
4. General
   • Uphold the Core Values of Mid and East Antrim Borough Council and work to achieve the wider organisational objectives as detailed in the Corporate Plan.
   • Participate in the Council's Performance and Development Review process as detailed in the published scheme.
   • Fulfil the legal Health and Safety duties placed on employees by:

• taking reasonable care of your own health & safety and that of others who may be affected by what you do or do not do;
• Co-operating with the Council on Health & Safety matters;
• Ensuring that you use work items provided by the Council correctly and in accordance with the training and instruction received, including personal protective equipment (PPE);
• Ensuring that you do not interfere with or misuse anything provided for health, safety, or welfare purposes.
  • Contribute to Mid and East Antrim Borough Council in fulfilling all of its commitments in relation to anti-discrimination practices, its Equality Scheme and under the Northern Ireland Act 1998 and the Human Rights Act 1998.
  • Comply with all the Council's policies and procedures.
  • Fulfil your legal responsibility for all records held, created or used as part of Council business whether paper based or electronic, including e-mails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environment Regulations 2004 and Data Protection Act 1998. Employees are required to be conversant with the Mid and East Antrim Borough Council procedure on records management and to seek advice if in doubt.
  • Maintain high standards of personal accountability.
  • Comply with the Code of Conduct for Local Government Employees and the Local Government Employee & Councillor Working Relationship Protocol.
  • Participate as required in the selection and appointment of staff in accordance with procedures laid down by the Council.
  • Perform any other duties commensurate with the grade and level of responsibility of this post, for which the post holder has the necessary experience and/or training.

ESSENTIAL CRITERIA;

Applicants must:

• have a minimum of a third level qualification

AND

Be able to demonstrate, by providing personal and specific examples, that they have one years' experience to include:

• Assisting with the delivery of capital projects;
• Working as part of a team delivering capital projects;
• Production of information in support of project delivery;

• Working with range of stakeholders to ensure successful project outcomes.

OR, for candidates who do not meet the qualification requirements as outline above:

Be able to demonstrate, by providing personal and specific examples, that they have 3 years' experience to include:

• Assisting with the delivery of capital projects;
• Working as part of a team delivering capital projects;
• Production of information in support of project delivery;

• Working with range of stakeholders to ensure successful project outcomes.