JOB DESCRIPTION REPORTS TO: Centre of Expertise Project Manager ((note that if/when deployed full-time to support a particular EA project/programme, then day to day line management responsibility will be delegated to a manager within that ‘host’ project/programme). RESPONSIBLE FOR: Supporting the Project Manager function within the Centre of Expertise for Project and Programme Management (the CoE). The CoE is being established within the EA to provide an expert business partnering service across the organisation. That service will require CoE Project Support Officers to be deployed full-time to support specific projects and/or programmes for protracted periods. After each such assignment is completed, CoE Project Support will then be deployed to meet EA’s subsequent project and programme management (PPM) support needs. CoE Project Support may also be deployed on shorter-term assignments to develop and provide PPM training, materials, advice and support as required across the EA. The post-holder is responsible for maintaining crucial project documents which track progress. They file all project documents in an appropriate database or library and ensure that all documents are accurate and have been accepted by the Manager/Project Managers. Providing Administrative and clerical support to the Manager and Project Team. JOB PURPOSE Project Support within the CoE will have a varied role, the exact content of which will shift according to the context of the project/programme at hand and the EA’s wider business change and transformation agenda. MAIN DUTIES AND RESPONSIBILITIES Supervision 1. Supervise (1 – 5) appropriate staff including the management and allocation of duties; 2. Identify and provide on the job training to appropriate staff. General Administrative Processes and Records 0. Provide administrative, clerical and secretarial support within the Project Team; 1. Complete and submit all reports/plans as required; 2. Assist Project Team members to plan, organize and manage events such as consultations, workshops and meetings; 3. Provide a supporting administrative role to project managers. 4. Plan, organize and priorities work to ensure timely completion of tasks and deadlines are met. Secretarial and Secretariat 0. Provide word processing/typing, filing, duplication and photocopying word processing in support of administrative processes, including the use of E-mail, intranet and internet facilities, where appropriate; 1. Sort, screen and distribute all mail; 2. Ensure the secure storage of valuable items and confidential documentation; 3. Arrange appointments, meetings and provide a secretarial service as required; 4. Communicate on a regular basis with a range of internal and external representatives; 5. Order resources, like equipment and software 6. Plan and manage facilities and catering relating to project activities; 7. All general administration in support of work undertaken including preparation of draft letters, minutes, notes, reports, documentation. Preparing action plans, analyzing risks and opportunities and gathering necessary resources. 8. Preparing and provide documentation to internal teams and key stakeholders Other Duties 0. Such other duties as may be assigned within the level of the job. The EA is establishing its Centre of Expertise for PPM partially to address a shortage of PPM specialists within the organisation. This post is open to internal candidates and they may already be working on important projects/programmes within the EA. If such candidates apply and are successful, then they will be offered permanent status within the CoE at the grade advertised. However, the CoE’s Senior Management may determine that the candidate’s existing PM post is business critical for the EA and therefore that the candidate’s first CoE deployment should be to complete their existing PM role (albeit at their new CoE grade, potentially with adjusted responsibilities). Once that existing PM role comes to a natural conclusion, then the CoE will deploy the member of staff to another project/programme across the EA. This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time. In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times. To view the summary of terms and conditions for this post, click here.