UNIVERSITY OF GLAMORGAN

PRIFYSGOL MORGANNWG

European and External Resources Office

Programme Support Officer- (Ref: DV037)

Fixed Term till August 2015

£22,325 - £25,854 per annum

The Higher Education ESF collaborative Work-based Learning (WBL) Programme is a £34m funded initiative that seeks to provide Welsh HEIs with a resource that will support the development and delivery of Work-Based Learning, to improve the knowledge, skills and competencies of the workforce and help boost the economic competitiveness of Welsh businesses.

The University of Glamorgan is seeking a Programme Support Officer to support the Programme Management Unit in the running of the WBL programme.

The successful candidate will be able to work accurately and with minimal supervision, maintaining detailed records, working to strict deadlines and managing changes in work priorities. Good IT, communication and numeracy skills are essential for this post, as is knowledge of European Structural Funds and their regulations.

The Work Based Learning Programme and this position have been made possible by the EU’s Convergence European Social Fund (ESF) through the Welsh Government.

CLOSING DATE: 28th October 2011

FURTHER PARTICULARS FOR THE POST OF PROGRAMME SUPPORT OFFICER

Eligibility to work in the UK

The University of Glamorgan has a legal responsibility to ensure that all employees are eligible to live and work in the UK.

For academic and research vacancies or those that require highly specialised skills and qualifications, we will often be able to obtain a ‘Certificate of Sponsorship’ for a suitably qualified applicant who is not currently eligible to work in the UK, if there are no suitable ‘resident’ candidates i.e. European Economic Area.

For vacancies that are not academic, research or highly specialist, however, it is extremely unlikely that a certificate of sponsorship would be granted. It is an essential requirement that before submitting an application form you confirm your eligibility by visiting the Home Office website Here you will find useful information on the Points Based Immigration System, along with a convenient Points Calculator.

THE EUROPEAN AND EXTERNAL RESOURCE OFFICE

Established in October 1999, the European and External Resource Office provides the University of Glamorgan with comprehensive professional advice and support to develop projects, secure funding and ensure that they are implemented in accordance with all contractual obligations and audit requirements.

The team comprises a Programme Management Unit, European Development Officers and European Finance Officers. The team has secured over £70m grant aid from a variety of funding programmes to help develop the University of Glamorgan’s strategic objectives and add impetus to the growth of the Welsh economy.

The European Office has been successful in securing grant aid from the European Structural Funds, in particular the Convergence programme, the Objective 1 Programme for West Wales and the Valleys, Objective 2 and Objective 3 programmes and other European sources such as EU R&D Framework Programmes, Socrates, Tempus, and Culture 2000. The European Office has also secured funding from other national sources of public funding, such as the Welsh Assembly Government, the Big Lottery and similar schemes.

The European Office also provides training and consultancy services to external agencies. The training available ranges from how to secure finance from external agencies to project management and audit. It also provides practical assistance to public and private agencies on feasibility studies, business planning, project development, claims and audits, EU State Aid and Procurement and Project Evaluation.

The team comprises:

Head of Department

Martyn Jeffries

Programme Staff

Clare Naylor (FD Programme Manager)

Leanne Jones (WBL Programme Manager)

Richard Gordon (FD Project QA Officer)

Martin Bampfield (WBL Project QA Officer)

Natalie Dillon (FD Programme Finance Officer)

Beth Jones (WBL Programme Finance Officer)

Rhys Griffiths (FD and WBL Business Engagement Broker)

Mary-Kate Pryce (FD Programme Support Officer)

Project Staff

Sue John (Project Development Officer)

Leanne Crawley (Project Development Officer)

Clayton Jones (Project Development Officer)

Gavin Jones (Principal Project Finance Officer)

Sam Jenkins (Project Finance Officer)

Janine Pearce (Project Finance Officer)

Paula Jones (Project Finance Officer)

Simon Landy (Project Finance Officer)

Donna Rogers (Project Finance Officer)

JOB DESCRIPTION

Responsible to:WBL Programme Manager

Main Purpose of Job:

The Higher Education ESF Collaborative Work-based Learning (WBL) Programme is a £34m initiative that seeks to provide Welsh HEIs with a resource that will support the development and delivery of academic higher level WBL opportunities, which will improve the knowledge, skills and competencies of the workforce and help boost the economic competitiveness of Welsh businesses.

The Programme Support Officer will provide support for the Programme Manager and the other members of the Programme Management Unit (PMU) in the efficient and effective operation of the WBL programme.

Principal Responsibilities and Duties:

  1. Provide programme and admin support to the Programme Manager and Programme Director in the delivery of the programme.
  2. Act as a front-line contact for project teams, as well as external bodies and stakeholders, such as collaborating HEIs, FEIs and Sector Skills Councils
  3. Assist the Programme Manager with the analysis and feedback on project development plans
  4. Maintain issue and risk registers for the programmes
  5. Assist with the external development of marketing materials for the programme
  6. Manage the collation and retention of documentation required for funding and reporting on the project for funders and auditors (invoices etc)
  7. Write and continuously update content for the programme website.
  8. Complete due diligence on project contracts
  9. Organise and attend meetings, events and conferences
  10. Ongoing support in the preparation of papers for meetings (both internal and external); effective diary management and other administrative support as appropriate.
  11. Provide administrative support to the Programme Executive Steering Group and Programme Board, which includes: collating and distributing relevant papers to all participants in line with the Programme procedures; organising meeting rooms and facilities and arranging the provision of catering / refreshments as necessary; co-ordinating the involvement of those attending the meetings; preparing the minutes of meetings and managing any subsequent approval process.
  12. Operate the Programme’s filing systems, including the management information system
  13. Respond to general enquiries made by letter, email and telephone.

PERSON SPECIFICATION

SKILLS AND ABILITIES
Essential / Desirable
a)Computer literate
b)Excellent written and oral skills
c)Excellent attention to detail and organisational skills
d)Ability to work accurately and with minimal supervision
e)Ability to maintain sound detailed records
f)Ability to work to strict deadlines and to manage constant changes in work priorities / r)Experience of University or public sector financial systems
s)Experience of budget monitoring
KNOWLEDGE
Essential / Desirable
g)Knowledge of University procedures
h)Knowledge of project management processes and techniques / t)Knowledge of external funding streams and their financial regulations, in particular the European Structural Funds
EXPERIENCE
Essential / Desirable
i)Sound administrative background
j)Experience of monitoring procedures
k)Experience of project work
TRAINING
Essential / Desirable
l)Good standard of numeracy
m)Must be competent in using Microsoft Office packages
n)Ability to use computerised spreadsheets and databases to produce management information / u)University degree, or equivalent
OTHER REQUIREMENTS
Essential / Desirable
o)Flexible approach to work patterns
p)Desire to acquire new skills & knowledge
q)Ability to work as part of a team as well as under one’s own initiative / v)Ability to speak Welsh
w)Driving Licence

It is essential that when making an application, candidates specifically address the criteria set out in the Person Specification. This information will be used in deciding those to be shortlisted.

CONDITIONS OF SERVICE

The successful applicant will be appointed to the post of Programme Support Officer in the service of the University of Glamorgan.

CONTINUOUS SERVICE

Your continuous service will commence on your first day of employment at the University of Glamorgan. The University does not recognise continuous service with other employers in any respect except in accordance with the Redundancy Payments (Continuity of Employment in Local Government, etc) (Modification) Order as amended.

STAFF APPRAISAL AND DEVELOPMENT

You will be required to participate in the Staff Appraisal and Development Scheme for Support Staff.

This Scheme is the means by which your individual work objectives will be set, annually. It is also the means by which your learning, training & development needs will be identified to support you, throughout your employment with the University, in the achievement of your objectives. The University expects a commitment to such personal development from all its staff, and it is intended that this should be planned, and effectively evaluated to assess its impact upon performance.

In February 1999, The University of Glamorgan became the first University in Wales to achieve the prestigious Investor in People Award.

Staff Training & Development is therefore recognised as a fundamental part of the University’s Human Resources Strategy and is an important key to the achievement of the University’s Vision and Strategic Goals.

GRADE/SALARY

The post is graded Grade D and the salary is currently £22,325 - £25,854 per annum, inclusive. Common practice is to appoint people to the minimum of the grade.

TENURE

This post is fixed term until August 2015.

PROBATION

New entrants to the service of the University of Glamorgan are appointed subject to a probationary period of not normally more than 6 months, during which time we will seek to confirm their suitability for the post.

MEDICAL CLEARANCE

All posts in the University of Glamorgan are offered subject to medical clearance. If appointed, you will be required to complete a questionnaire (confidential to the University’s Medical Adviser) detailing your medical history and you may be requested to attend a medical examination.

HOURS OF WORK/WORKING ARRANGEMENTS

The post-holder will be contracted to work 37 hours per week.

However, a Scheme of Flexible Working Hours is in operation, and is based on 4-weekly Accounting Periods of 148 hours. Staff are expected to arrange their times of work to have regard to personal workload, the overall pattern of work in their work location, the wishes of the Head of Department and cover for the Office Opening Hours (which are 0830 - 1700 Mondays - Thursdays, and 0830 - 1630 Fridays).

The successful applicant will be provided with a copy of the Operating Rules.

LEAVE

The annual leave entitlement is 22 days, increasing to 27 days after 5 years services, plus nine statutory and other holidays.

PENSION ARRANGEMENT

You will have the option of joining the Local Government Pension Scheme and contributions will be made at rates of between 5.5% and 7.5% of gross salary dependent into which pay band your salary falls; or you can take out apersonal pension with an approved provider.

TERMINATION

The appointments are terminable upon one months notice from the individual or the University may give you 1 months notice between 1 month and 4 years service; thereafter, one week's notice for each year of service, up to a maximum of 12 weeks' notice

HEALTH & SAFETY RESPONSIBILITIES

All staff are responsible for the health and safety of both themselves, and others upon whom they may have an effect. All staff must co-operate with the University in achieving its Health and Safety objectives. More detailed generic responsibilities are included in Appendix 7.3 of the University health and safety policy.

APPOINTMENTS PROCEDURE

Referees

Internal candidates should supply details of one referee only, being their Head of Department or Line Manager.

External candidates will be asked to supply three referees. References will be taken up after the interview.

Progress of Application

If you are successful in being selected for interview for the above post, you will be notified within 6 weeks of the closing date. If you have not heard by this date, then you should assume that your application has been unsuccessful on this occasion.

In the meantime, I would like to take this opportunity to thank you for your interest in the University of Glamorgan, and to wish you luck in your application.

CLOSING DATE: 28th October 2011

Ref: DV037