Project Support Officer

Key information

Salary: £35,744 per annum (pro rata)

Contract type: Permanent, Part Time (21.6 hours a week)

Reference: 041162

Contract details: Permanent

Application closing date: Sun, 26/02/2023 - 23:59

About the role

This is your opportunity to join the GLA’s Skills and Employment Unit to support the Unit in fulfilling the Mayor’s role to promote and deliver skills and employment policy and deliver the manifesto commitments on these policy areas.

The three Delivery teams in the GLA’s Skills and Employment Unit commission and manage a wide range of projects that help to deliver the Mayor’s “Good Work for All “mission, by supporting Londoners to gain the skills and experience they need to compete in London’s competitive labour market.

The Skills and Employment team is responsible for developing and delivering a complex and varied portfolio of projects encompassing support to Londoners, particularly those who are unemployed and disadvantaged, as well as collaboration with employers, schools, colleges and independent training providers. The role encompasses supporting the delivery of these projects as well as the opportunity to be involved in other areas of work within the Skills and Employment Unit.

Our ideal applicant is highly organised, self-motivated and proactive with excellent attention to detail. You will be used to building open and collaborative relationships and ideally have experience of working on complex projects or funding programmes. You will also realise and promote the benefits of London’s diversity by promoting equal opportunity, and by promoting the diverse needs and aspirations of London’s communities.

Key Accountabilities

• Participate in a range of projects relating to skills and employment and take responsibility for some specific workstreams.
• Undertake research, fact-finding and analysis activities in support of the team’s work and to support the development of relevant performance indicators and management information systems. Assist in procuring consultants, projects and programmes.
• Produce, maintain and distribute project documentation such as risk logs, issue logs, action lists, requirements logs, project plans, programme prospectus and application forms, team plans and work packages (detailing various project team member tasks), as directed.
• Track, monitor and manage project actions against targets, take ownership and management of project issues; undertake follow-up or remedial actions when required.
• Produce project and programme communication and reports in order to track and report on project progress.
• Arrange meetings, including finding suitable dates, booking rooms, ordering catering and equipment; produce and circulate meeting documentation such as agendas, minutes and presentations and noting and following up on any actions agreed as required.
• Liaise with stakeholders including London Councils, boroughs, representative bodies of the skills sector, business and other key partners and maintain excellent working relationships.
• Co-ordinate, manage and plan consultation and stakeholder events and communications activities.
• Raise purchase orders and complete goods received notices via the finance system to ensure the timely confirmation and delivery of required goods and services.
• Perform the role in accordance with the GLA’s policies and code of ethic and standards, including health and safety.
• Manage staff and resources allocated to the job in accordance with the Authority’s policies and Code of Ethics and Standards.
• Realise the benefits of London’s diversity by promoting and enabling equality of opportunity and promoting the diverse needs and aspirations of London’s communities
• Realise the benefits of a flexible approach to work in undertaking the duties and responsibilities of this job, and participating in multi-disciplinary, cross-department and cross-organisational groups and project teams
• Record time spent on European Structural and Investment Fund (ESIF) and non-ESIF activities, as necessary, in order to comply with the ESIF requirements. Part-funding for posts in the Delivery Unit is provided by external funders, including ESIF.

Skills, Knowledge & Experience

• Demonstrable ability and experience of project delivery.
• Strong communication skills and experience of working to demanding deadlines and working with a range of stakeholders.
• Experience of using Microsoft Office including word-processing, PowerPoint and spreadsheets.
• Experience of skills and employment policy or practice, and/or GLA/Borough/Government relations (Desirable)

GLA competency framework

Behavioural competencies

Building and Managing Relationships

… is developing rapport and working effectively with a diverse range of people, sharing knowledge and skills to deliver shared goals.

Level 2 indicators of effective performance

Develops new professional relationships Understands the needs of others, the constraints they face and the levers to their engagement Understands differences, anticipates areas of conflict and takes action Fosters an environment where others feel respected Identifies opportunities for joint working to minimise duplication and deliver shared goals

Stakeholder Focus

… is consulting with, listening to and understanding the needs of those our work impacts and using this knowledge to shape what we do and manage others’ expectations.

Level 1 indicators of effective performance

Listens to understand requirements without making assumptions Demonstrates an enthusiastic and ‘can do attitude’ to all requests Provides timely, accurate and personalised responses Provides a polite and helpful first point of contact for stakeholders Learns from feedback to improve personal service to others

Communicating and Influencing

… is presenting information and arguments clearly and convincingly so that others see us as credible and articulate and engage with us.

Level 2 indicators of effective performance

Communicates openly and inclusively with internal and external stakeholders Clearly articulates the key points of an argument, both in verbal and written communication including with the use of graphic tools and ability to prepare high quality drawings Persuades others, using evidence-based knowledge, modifying approach to deliver message effectively Challenges the views of others in an open and constructive way Presents a credible and positive image both internally and externally

Planning and Organising

… is thinking ahead, managing time, priorities and risk, and developing structured and efficient approaches to deliver work on time and to a high standard.

Level 1 indicators of effective performance

Plans and prioritises own workload to meet agreed deadlines Advises colleagues or manager early of obstacles to work delivery Perseveres and follows work through to completion Checks for errors to ensure work is delivered to a high standard first time Effectively juggles priorities

Responsible Use of Resources

… is taking personal responsibility for using and managing resources effectively, efficiently and sustainably.

Level 1 indicators of effective performance

Demonstrates awareness of the GLA’s commitment to value for money and responsible use of resources Works independently using own time and that of others effectively Takes action to avoid unnecessary waste and cost Reduces personal impact on the environment by reducing use of, reusing and recycling resources Shows understanding of relevant budgets and how they apply in own work environment

Responding to Pressure and Change

… is being flexible and adapting positively, to sustain performance when the situation changes, workload increases, tensions rise or priorities shift.

Level 1 indicators of effective performance

Stays calm in pressurised and demanding situations Responds flexibly to changing circumstances Recognises when unable to cope and asks others for help Demonstrates openness to changing work priorities and deadlines Maintains personal well-being and achieves a balance between work and home life

Equality, diversity and inclusion

We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair.

If you have a question about the role or would like to discuss it informally, please feel free to contact Tim Thomas at timothy.thomas@london.gov.uk to arrange a call.

Application Process

Think carefully about the skills, knowledge and experience in the advert and cover this in your CV