Job description
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Information Technology
Knowledge and Information Management
Project Delivery
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Location
About the job
Benefits
Things you need to know
Apply and further information
Location
About the job
Job summary
Britain’s emergency services work 24/7 to serve the public in some of the most dangerous and challenging situations. To help them do their job even better the ESMCP programme is creating the next generation mobile communications network, including secure and resilient voice and broadband data services, which will be used by thousands of frontline police officers, paramedics, and fire-fighters.
This new Emergency Services Network (ESN) will transform how our blue-light services respond to incidents, offering better mobile coverage, leading to faster response times. ESN will allow emergency service professionals to work together more efficiently and effectively when incidents and accidents occur by sharing data across the new digital network. The new network is dynamic and can take advantage of new technology as it develops, making sure that those doing the vital job of protecting the public and saving lives get the best and most modern communications tools available.
ESMCP is a pan-government, cross departmental, programme based within the Home Office. The programme has representation from the emergency services at both operational and departmental levels and has close working involvement from the suppliers of the ESN technology. This is an exciting programme, delivering cutting edge technology which will directly impact people’s lives.
It is required that all people working on ESMCP perform their roles according to the overarching principles and ways of working with suppliers and customers, and in line with the collaborative behaviour’s framework.
Job description
The PMO (Programme Management Office) Document Controller will report to the PMO IM lead and will be accountable for their own work and have responsibility for the following:
- Assisting with the numbering & identification of contractual and non-contractual controlled documentation.
- Performing quality & compliance checks against all controlled documentation prior to issuing.
- Maintaining organisation of controlled documentation using the programme Electronic Document Management Systems (SharePoint).
- Maintaining control over the modification, distribution, issuance (as per the programme document control procedure) of all controlled documents during their whole lifecycle.
- Maintenance of a list (register) of applicable controlled documents using the programme document control tool (MS Access Db).
- The distribution of controlled document to relevant people/organisations.
- Progress reporting on the controlled document status.
- Providing support and guidance in the use of the programme document control process to programme team members and external organisations.
- Assisting the wider PMO IM team with SharePoint system administration activities and supporting the end users of the SharePoint system.
- Assist the Central PMO and ePMO Delivery Team with ad-hoc requests for SharePoint such as: creation of new libraries, reconciliations, folder creation, setting and adjusting permissions.
- Attending the PMO Stand-up calls to provide updates on key activities for the week and the raising of any blockers or issues to the team.
- Providing support with administering the programme EDRMS (SharePoint) permissions
- Providing support with the JML (Joiners, Movers and leavers) process, onboarding and offboarding new users and new suppliers to SharePoint.
Person specification
We are looking for a proactive individual able to work on their own as well as within a team and able to meet deadlines in a pressurised environment.
Essential criteria
- Requires demonstrable experience of working effectively with stakeholders including Delivery Partners, 3rd Party Suppliers and External Customers.
- Demonstrable and relevant Document Control experience within a large Portfolio / Programme / Project in a complex delivery and contractual environment.
- Highly proactive with an ability to take ownership and drive through tasks to completion.
- Able to demonstrate experience of working effectively with stakeholders to achieve results in line with complex governance arrangements and tight timelines.
- Excellent interpersonal skills and the ability to influence key stakeholders and suppliers.
- Experienced in identifying and resolving issues with demonstrable ability to find innovative ways to resolve problems or escalate as required
- Able to maintain effective performance in difficult and challenging circumstance, encouraging others to do the same.
- Experience across all phases of the programme lifecycle.
Desirable criteria
- Experience gained from working on a complex Major Programmes.
- Good level of technology experience.
- Good level of experience managing and engaging with 3rd party suppliers.
- Good level of understanding of commercials and contractual obligations with Suppliers.
- Good level of experience of capturing actions and following up on these through to completion.
Behaviours
We'll assess you against these behaviours during the selection process:
- Changing and Improving
- Delivering at Pace
- Making Effective Decisions
- Working Together
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%
Things you need to know
Selection process details
As part of the application process candidates will be required to submit a CV and Statement of Suitability (of no more than 750 words). Further details around what this will entail are listed on the application form.
Your Statement of Suitability should be aligned to the Essential Criteria as set out in the job advertisement.
The sift will be held on the Statement of suitability.
CVs will not be scored.
Successful candidates shortlisted for interview will be tested on Strength-based questions all the behaviours outlined in the job advertisement.
Sift and Interviewdates
The sift will take place week commencing 8th May 2023
Interviews will take place week commencing 22nd May 2023
Interviews will take place remotely. Further details and instructions will be provided closer to the scheduled interview.
Further Information
For meaningful checks to be carried out, individuals need to have lived in the UK for a sufficient period of time to enable appropriate checks to be carried out and produce a result which provides the required level of assurance. You should normally have been resident in the United Kingdom for the last 3 years if the role requires CTC clearance, 5 years for SC clearance and 10 years for DV. A lack of UK residency in itself is not necessarily a bar to a security clearance and applicants should contact the Vacancy Holder/Recruiting Manager listed in the advert for further advice.
The successful candidates will be required to hold or be willing to secure Security Check clearance.
A reserve list may be held for a period up to 12 months from which further appointment may be made.
We often have similar roles available at different grades. If a candidate is suitable for a similar role or a lower grade than they have applied for, we may offer the candidate that role without the need for them to go through a further selection process.
Hybrid working enables employees to work partly in their workplace(s) and partly at home. A hybrid working pattern may be available, where business needs allow. Applicants can discuss what this means with the vacancy holder if they have specific questions.
Every day, Home Office civil servants do brilliant work to develop and deliver policies and services that affect the lives of people across the country and beyond. To do this effectively and fairly, the Home Office is committed to representing modern Britain in all its diversity, and creating a welcoming, inclusive workplace where all our people are able to bring their whole selves to work and perform at their best.
We are flexible, skilled, professional and diverse. We work to recruit and retain disabled staff and area Disability Confident Leader. We are proud to be one of the most ethnically diverse departments in the civil service. We are a Social Mobility Foundation top 75 employer.
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 had their employment continued. Any applicant's details held on the IFD will be refused employment.
For further information please see the attached notes for candidates which must be read before making an application.
Existing Civil Servants should note that some of the Home Office terms and conditions of employment have changed. It is the candidate’s responsibility to ensure they are aware of the Terms and Conditions they will adopt should they be successful in application and should refer to the notes for candidates for further details.
Transfer Terms: Voluntary.
If you are invited to an interview you will be required to bring a range of documentation for the purposes of establishing identity and to aid any pre-employment checks.
Please see the attached list of Home Office acceptable ID documents.
Any move to the Home Office from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk
Reasonable Adjustments
If a person with disabilities is at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.
If you need a change to be made so that you can make your application, you should:
- Contact Government Recruitment Service via [email protected] as soon as possible before the closing date to discuss your needs
- Complete the “Assistance Required” section in the “Additional Requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you're deaf, a language service professional
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the ‘Contact point for applicants’ section.
Feedback
Feedback will only be provided if you attend an interview or assessment.
Security
See our vetting charter (opens in a new window).
Nationality requirements
This job is broadly open to the following groups:
- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
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).
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