Project Support Officer – Greenwich Park Revealed JOB DESCRIPTION

Job title: Project Support Officer – Greenwich Park Revealed Based: Greenwich Park Office Greenwich London (with travel to Hyde Park on occasion)

Salary: £27,801 - £32,00 per annum (full time equivalent).

Terms: Three Year fixed term contract on a part-time (0.6 FTE 22 hours per week) Depending on operational needs, there will be the occasional requirement for out of hours and weekend working, with time off in lieu or overtime subject to line management approval. 26 days annual leave pro rata plus public holidays. A pension scheme is available.

Reporting to: Greenwich Park Manager

Responsible for: No line management responsibilities. Internal relationships: Members of the Greenwich Park Revealed Projects and Programme Boards, Programme Manager, Project Teams, Greenwich Park Manager, Landscape Project Manager, Buildings Project Manager, members of the Stakeholder Group, Arboriculture Officers, Ecology Officers, Estates team, Sustainability Officer, Health and Safety Officer, Transport Officer. External relationships: Multi-disciplinary consultants, contractors, statutory authorities, key stakeholders and members of local interest groups.

BACKGROUND

The Royal Parks is a charity created in March 2017. We manage over 5,000 acres of diverse parkland, rare habitats and historic buildings and monuments in eight Royal Parks across London. These are: Hyde Park, Kensington Gardens, The Green Park, St James’s Park, The Regent’s Park and Primrose Hill, Greenwich Park, Richmond Park and Bushy Park. We also manage other important public spaces including Brompton Cemetery and Victoria Tower Gardens. Our eight Royal Parks and other public spaces are among the most visited attractions in the UK with 77 million visits every year.

To provide project administrative and organisational support for the delivery of the Greenwich Park Revealed Project funded by the National Lottery Heritage Fund (NLHF) and the National Lottery Community Fund NLCF). The successful candidate will provide project administrative support to the Greenwich Park Revealed Programme and Projects Boards through supporting the Programme Manager and project teams during the delivery phase of the project. In January 2020 Greenwich Park was awarded £4.5 million for the restoration of Greenwich Park by the National Lottery Heritage Fund (NLHF) and the National Lottery Community Fund (NLCF) ‘Parks for People’ programme. This five-year project with an overall budget of £7.5 million will celebrate and reveal the past, protect and conserve the present and provide better facilities, learning, training, volunteering and access to the park for new audiences into the future.

MAIN DUTIES/RESPONSIBILITIES

1. Project Administration Support

• Provide administrative and organisational support to the GPR Programme Board and Project Boards including preparing and issuing of papers, meeting minutes and diary management.

• Provide administrative and organisation support to; GPR Programme Manager, Landscape Project manager, Building Project Manager in accordance with TRP requirements and procedures.

• Act as a point of contact and coordinate between the Programme Board, Project Board(s) and Project Managers.

• Act as a point of contact and coordinate between the Partnership and Community Engagement (PACE) Officer and project delivery partners.

• Collect and record data necessary for the Lottery monitoring and evaluation process.

• Support project management in accordance with TRP project management protocols (PRINCE2 based).

• Ensure that the GPR Programme Board, Project Board, Project Team, Design Team meetings, stakeholder engagement meetings and Lottery Progress meetings are arranged, serviced, and documented (agendas, minutes, action logs & updates; discussion papers).

• Collate reports for NLHF/NLCF in the format required on a quarterly and annual basis, and the production of ad hoc reports as required for approval by the Programme Manager.

• Monitor and update the project programme and ensure calendars are up to date.

• Raise POs and process invoices (within ten days of receipt) in e-bis and maintain a project ledger for GPR that provides an electronic record of all invoices, POs and income receipts for the Project.

• Collate and prepare financial reporting in the format required by the NLHF/NLCF for approval by the Programme Manager.

• Work with The Royal Parks’ Finance Team, Programme and Project Managers to process claims for payment in a timely manner in line with TRP and NLHF/NLCF procedures and processes

• Claims for payment in a timely manner in line with TRP and NLHF/NLCF procedures and processes.

The Royal Parks is registered in England and Wales: Company Registration No: 10016100 Registered Charity No: 1172042. Registered Offices: The Old Police House, Hyde Park, London. W2 2UH. t: :0300 061 2000 e: [email protected]. w: royalparks.org.uk • Support the Programme and Project Managers in the commissioning and appointment of consultants in line with TRP and NLHF/NLCF Lottery requirements.

• Assist the Programme Manager in the preparation and presentation of reporting to the NLHF on a monthly basis.

• Assist in the preparation and presentation of research, information and reports to relevant meetings, workshops and events as required.

• File key project information such as minutes, decisions, final drawings etc in TRP’s records management system and manage a project monitoring document for the projects.

2. Stakeholder and Community Engagement

• Work closely with the Partnership and Community Engagement (PACE) officer to organise and deliver engagement meetings and activities, making sure that they are co-ordinated with the master programme.

• Work with the PACE Officer to monitor and record community participation at all events, maintaining an accurate excel spread sheet to feed into lottery reporting requirements.

• Provide information and effective and efficient working to support the development of positive relationships with all stakeholders and delivery partners across the project team.

3. Royal Parks Policies and Procedures • Assist with financial analysis in conjunction with The Royal Parks’ finance team and Project Managers.

• Be aware of your responsibilities as described in the TRP Health & Safety Manual and summarised in the Health & Safety Handbook and to implement the policy in your area of responsibility.

• Comply with all Royal Parks’ policies including health and safety, diversity & equality, information assurance, financial management regulations and other relevant Royal Parks and Government regulations and directives.

PERSON SPECIFICATION

Essential / Selection Criteria Desirable

Qualifications

• NVQ level 3 Business and Administration or equivalent • NVQ level 3 Business Finance or equivalent E • Or equivalent experience in a relevant subject area.

• Project Management certification e.g. Prince 2 D

Experience

• Experience of undertaking timely and accurate processing of purchase orders, payments and commitments reporting to support accurate financial control by the E organisation using appropriate IT systems

• Confident and competent experience of working with finance data. E

• Good knowledge and competence in using IT packages, including the Microsoft Office E suite (especially Excel).

• Excellent written and oral communication skills, with the ability to collate, interpret and E present information in a range of formats. • Experience of providing administrative support for committees, boards and meetings E

• Working within a project management team D

Skills, knowledge and ability • Work with colleagues to improve and enhance project administration processes to ensure that information is easily accessible and available in the required format at the E right time.

• Establish effective relationships with a range of partners and stakeholders to support E the delivery of project outcomes. • Act as secretariat for regular project team meetings ensuring invitations and bookings are accurately made, the timely distribution of minutes, agendas and information, and E ensuring that there is a clear understanding of outcomes required for each meeting.

• Communicate in a succinct, engaging manner and stand ground where needed. D • Share knowledge and skills with colleagues (including volunteers) and contribute to the D development of team skills.

Other

• Commitment to The Royal Parks’ values of being accountable, excellent, inclusive, E open and respectful.

• Demonstrate a highly motivated, flexible and dedicated approach to work and the production of high quality and accurate work to set deadlines. Show good time E management skills and be able to plan and prioritise work accordingly.