Project Support Officer
Department for Business and Trade
Apply before 11:55 pm on Thursday 26th September 2024
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About the job
Job summary
The Department for Business and Trade has overall responsibility for developing, coordinating, and delivering a new trade and investment policy for the UK, including preparing for and then negotiating Free Trade Agreements and market access deals with non-European Union countries, and promoting UK trade and investment across the world.
The Future Enterprise Resource Planning and Shared Services Provider (FESSP) programme looks to unlock the future potential of Finance and HR service provisions. The programme sets out to upgrade and replace DBT’s current HR, finance, and payroll domestic system in two stages. In the medium-term it will upgrade to a newer on-premises system; and over the long-term it will replace the on-premises system with cloud technology. In addition, FESSP will transform and/or replace our supplier of transactional, back-office activities (shared services currently provided by UKSBS). This will simplify, streamline, and improve the services HR and Finance provide that enable staff to do their jobs.
The FESSP team is also an integral part of the Matrix Programme which is a transformation initiative involving the Cabinet Office, Department for Energy, Security and Net Zero, Department for Culture Media and Sport, Department for Education, Department for Health and Social Care, Department for International Trade, Attorney’s General Office and HM Treasury.
The Matrix Programme aims to deliver the Government's three overarching objectives for shared services:
- Better experience for all users - intuitive systems that are easy to use and mobile-enabled.
- Efficiency and value for money - better systems and services which support productivity and seek to reduce costs.
- Standardised processes and data - support interoperability, making it easier to understand and compare corporate data.
We are seeking a highly motivated Project Support Officer to join a fast-paced and complex Programme and help us achieve this exciting and ambitious agenda.
The post holder will get the chance to be involved in various aspects of HR and Finance transformation through the programme, giving them exposure to work in the HR, Finance, Project Delivery and Digital space and providing a great opportunity for those considering the path of their future career.
Job description
The post holder will contribute to the planning, development, delivery and evaluation of the work of the Future Enterprise Resource Planning (ERP) and Shared Services Programme. The role will involve supporting a range of activity to support the projects within the programme, and support structures, including directories and data collection systems.
As a Project Support Officer, you will be required to offer support to projects that are highly complex or politically sensitive, large scale and with a significant number of partners or project resources.
This is a fantastic opportunity to hone and develop your project delivery skills in a large Programme which spans across DBT’s Corporate Services function. There will certainly be scope for those who excel and demonstrate ability to progress within the Project Delivery Profession.
Specific duties of the role may vary depending on the project and project team structure but the post holder should expect these to include:
Planning and scheduling – Implement and maintain appropriate systems to enable effective planning and scheduling.
Monitoring and reporting – Establish and maintain project controls, keeping the project manager aware of the project status. Prepare project performance reports, presenting statistics and researching new information.
Administration – Ensure organisational tasks are carried out efficiently. Manage and monitor compliance of the project with Departmental Security, Health and Safety, Equality and Diversity, Business Continuity and Business Planning.
Stakeholder – Manage professional relationships with a wide range of internal and external stakeholders, and act as lead point of contact for some external parties. Draft and sign-off correspondence.
Financial control – Monitor project spend and contribute to the compilation of budgets and the development of the business case. Ensures an accurate asset register is maintained.
Risks and Issues – Manage potential risk areas, working with risk managers and escalating as appropriate.
NB - The above-mentioned duties are not inclusive or exhaustive. The post holder may be called upon to carry out such other appropriate duties as may be required within the grading level of the post and the competence of the post holder.
Person specification
Essential Criteria
This is an exciting new opportunity that is suitable for someone with appropriate skills in a non-project or project environment to join an exciting programme.
The ideal candidate will be required to have the following skills and experience:
- Knowledge or experience in supporting project delivery.
- Experience using Microsoft Office 365 software (e.g. PowerPoint, Excel, Outlook and Word).
- Close attention to detail, good organisational skills, and the ability to develop and implement effective administrative processes.
- Strong problem-solving skills with the ability to form well thought out conclusions and recommendations.
- Good written and verbal communication skills, with an understanding of the use of different channels and formats for different audiences.
- Experience of working in a fast-paced environment with a certain level of uncertainty and ambiguity.
- Ability to be proactive, managing their own time and priorities effectively.
- Ability to engage with stakeholders and support project reporting requirements.
Desirable Criteria
- Experience of working in a technical programme or project environment.
- Agile Project Management Practitioner, APM Project Management Qualification or other related qualification.
- Experience of Microsoft Project or Microsoft Project Online.
- Experience working with a wide range of stakeholders from across the business.
Behaviours
We'll assess you against these behaviours during the selection process:
- Delivering at Pace
- Changing and Improving
Technical skills
We'll assess you against these technical skills during the selection process:
- Risk and Issue Management
- Stakeholder Engagement
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%
We recognise the challenges that people with (multiple) protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from underrepresented groups, including ethnic minorities, people with a disability, and people with gender diverse identities.
Please refer to the attached candidate pack for further information on our benefits.
Things you need to know
Selection process details
Interviews for this vacancy will be conducted virtually. We will, however, consider in-person interviews by exception.
Please ensure that you check your emails regularly as all updates from us will be sent to you this way.
To apply for this post, you will be asked to complete the following as part of the online application:
- A CV setting out your career history, with key responsibilities and achievements. Provide employment history that relates to the essential criteria, and that any gaps in employment history within the last 2 years are explained. The CV should not exceed more than 2 x A4 pages.
- A Personal Statement of to 750 words explaining how you consider your personal skills, qualities and experience provide evidence of your suitability for the role in reference to the essential criteria.
The Personal Statement should also demonstrate the listed competencies within the Project Delivery Capability Framework (PDCF) for Civil Servants, which can be viewed here:
https://www.gov.uk/government/publications/project-delivery-capability-framework-for-civil-servants.
In the event of a large number of applicants the pass score at sift may be increased.
Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.
The interview will be a blended approach of Behaviour and Technical based questions (as outlined in the advert), as well as Strength based questions, for which no preparation is necessary.
When completing your application, you will have the opportunity to select your preferred location(s). Please ensure you select all locations you are interested in.
Candidates who are successful at interview will be placed in order of merit and provisional job offers will be made in strict merit order. Provisional offers are made, as they are on condition that you successfully pass all pre-employment checks.
Sift and Interview dates
The sift is anticipated to take place 1 to 2 weeks after the closing date, with interviews expected to place 1 to 3 weeks after the sift results have been confirmed. Interviews will be conducted virtually on Microsoft Teams.
We will try to meet the timescales set out in the advert, however this is subject to change. You will be provided with sufficient notice of any changes.
PLEASE NOTE: Due to time constraints, we may not be able to offer alternative interview date(s). It is therefore expected that candidates who are successful at sift stage will make themselves available during the above time frame given.
Reasonable Adjustments
We are committed to supporting candidates so they can perform at their best throughout the recruitment process. This includes making reasonable adjustments to our process. In order to request an adjustment:
Complete the ‘Assistance required’ section on the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process.
Alternatively contact the Government Recruitment Service at DBTrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
Candidate Support
You may want to join a virtual Candidate Support Session. These sessions include helpful tips and advice on the recruitment process, from application to interview.
Please see attached Candidate Pack for further information on: Diversity and Inclusion; Benefits; Learning and Development; Working Patterns and what we deliver as a department.
Further Information:
- A reserve list may be held for a period of 12 months from which further appointments can be made. Reserve Lists will be for each location and appointments made in merit order based on location preferences.
- Any move to the Department for Business and Trade from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments.
- The Department will not consider sponsoring a visa or issuing a Certificate of Sponsorship. We are unable to offer advice on any Visa and Immigration cases.
- 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. Any applicant who has 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.
- Terms and Conditions are attached. Please take time to read the document to determine how these may affect you.
- Please note – the successful candidate will be expected to remain in post for a minimum of 18 months before being released for another role.
- This role may be considered as a secondment opportunity. Please reach out to the hiring manager listed at the bottom of this advert to discuss.
Existing Civil Servants and applicants from accredited NDPBs are eligible to apply, but will only be considered on loan basis (Civil Servants) or secondment (accredited NDPBs). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant. This includes grade on return.
In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service /Disclosure Scotland/ Access NI 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 Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.
For further information on the Disclosure Scotland confidential checking service telephone: the Disclosure Scotland Helpline on 0870 609 6006 and ask to speak to the operations manager in confidence, or email Info@disclosurescotland.co.uk
For further information on the Access NI confidential checking service telephone: the Access NI Helpline on 0300 200 7888 and ask to speak to the operations manager in confidence, or email accessni@ani.x.gsi.gov.uk
Security Vetting
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Security Check (SC).
The requirement for SC clearance is to have been present in the UK for at least 3 of the last 5 years. Failure to meet the residency requirements will result in your security clearance application being rejected.
Please see the UK Security Vetting (UKSV)’s vetting charter for further information: https://www.gov.uk/government/publications/vetting-explained-and-our-vetting-charter/the-vetting-charter.
People working with government assets must complete basic personnel security standard checks.
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
Working for the Civil Service
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).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : Raúl Nadat
- Email : Raul.Nadat@businessandtrade.gov.uk
Recruitment team
- Email : dbtrecruitment.grs@cabinetoffice.gov.uk
Further information
