Project Manager Middleton: Paradise Regained

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1 Project Manager Middleton: Paradise Regained The restoration of the Garden s Regency landscape is an exciting and ambitious new project at the National Botanic Garden of Wales supported by a substantial Heritage Lottery Fund grant. It involves a flagship scheme that will reveal the story of the Garden s previously unknown links with the East India Company, how the Company shaped the landscape of this part of Wales and the role that Welsh inhabitants had in shaping the wider British Empire. This is a complex, high-profile, project involving an integrated portfolio of archaeology, engineering, and landscape heritage works, delivering a range of heritage outcomes for visitors, communities, volunteers and learners. Funding has been awarded for an initial Development phase (18 months, starting 1 January 2015) on the basis of which, if successful, a further Delivery phase (42 months) would follow. The Project Manager will be responsible, in close co-ordination with a senior and experienced supporting team, for successful delivery of the project, ensuring the rigorous standards, outcomes and outputs specified under the terms and conditions of the funding are fully met. This appointment for the Development (phase 1) of the project will be up to 30 June Extension of the appointment to Delivery (phase 2) will be contingent on securing funding based on achievements and findings of the Development phase and a further application to HLF. As Project Manager you would both lead and be part of the Project Management Team. You would take responsibility for managing the project activities and resources, consulting with others to develop the

2 project plans, and would be expected both to track and report on progress to the Steering Group and stakeholders. This is a responsible and important role with real opportunity to contribute to a lasting landscape legacy. You will be educated to at least degree level or equivalent with evidence of excellent numeracy and literacy, and a proven track record in the theory and practice of complex project programme management preferably with heritage and engineering components. Analytical and proven organisational ability, with ability to multi-task and prioritise your own time and that of others is therefore essential. Together with generally strong IT and keyboard competence, you will be confident using diverse packages and data management systems including project management tools software. As a good communicator both interpersonally and in writing, you will also be a competent people manager, who is able to motivate and to influence others resolving challenges and communicating solutions effectively. Fluency and confidence in written and spoken Welsh is desirable. In addition, an interest and enthusiasm for the purposes and objectives of the project as well as those of the National Botanic Garden of Wales is highly desirable. OUTLINE DETAILS OF APPOINTMENT This is a fixed-term position funded by the Heritage Lottery Fund for up to 18 months in the first instance. It is available from 1 January 2015 until 30 June Hours of work are 37.5 on any five days out of seven as required to meet the project needs. Weekend work is likely to be required on a rota basis. The salary is up to 35,000 per annum according to qualifications and track-record competence. You are encouraged to explore the Garden web site to find out more about us and what we do. It is essential in your application that you provide evidence and proven examples showing specifically how you meet each of the selection criteria of the job requirements. These competencies will be further developed and discussed in detail with those candidates invited to interview. Informal enquiries are welcome and should be directed to Rob Thomas, Head of Development at Applications, in the form of a cover letter and CV clearly showing how you meet the criteria together with contact details for two referees (including telephone and ) should be sent, preferably as electronic copy, to Jenny Swainston by Friday 7 November Interviews are currently planned for Thursday 20 November 2014.

3 NATIONAL BOTANIC GARDEN OF WALES GARDD FOTANEG GENEDLAETHOL CYMRU Job Description Disgrifiad Swydd Post Title Reports to Management of 2.5 staff Responsible for Post Reference* Project Manager Head of Development Heritage Officer; Project Administrator; Volunteer/Learning/Outreach Co-ordinator (80%) Managing delivery of HLF Project Middleton: Paradise Regained OUTLINE purpose of role Restoration of the Garden s Regency landscape is an exciting and ambitious new project at the Garden supported by a Heritage Lottery Fund (HLF) grant. This is a complex, high-profile, major project. It will involve an initial Development phase (18 months), in which a range of heritage and landscape assessments, archaeological investigations, civil engineering considerations, environmental impact and statutory matters will need to be reviewed, refined, costed, and conducted to fully scope detail for a subsequent Delivery phase anticipated as 42 months. The Project Manager will be responsible, in close co-ordination with a senior and experienced supporting team, for delivering the Project and ensuring the outcomes and outputs specified under the terms and conditions of the funding are met. This appointment for the Development phase 1 of the project will be up to 30 June Extension of the appointment to Delivery (phase 2) will be contingent on securing funding based on achievements and findings of the Development phase. A. General Responsibilities Main Job Tasks and Responsibilities 1. Responsible as a core member of the Project Management, working closely with senior members of the Garden and others, for leading successful delivery of the project on budget and on time. This includes (but is not limited to) planning and implementing the programme and works in line with the project application, specifications, financial and delivery plans, and the terms and conditions of the funding award. 2. Review, develop, and execute project plans and activity overall for each phase of the project. This includes defining, specifying, developing, and monitoring the project tasks, work streams, and resource requirements. Resources to include staff time and skills, consultancy requirements and specifications, finances, and all other parameters relevant. 3. Manage project staff, providing direction, training, and support. 4. Ensure effective, high-standard, value-for-money procurement and execution of consults, contractors and other works and services.

4 5. In co-ordination with others, taking overview responsibility for project Health and Safety matters, and for Risk Register review and practical risk mitigation measures. 6. Securing project outcomes, outputs, and standards of delivery in accordance with funder expectations. 7. Manage, monitor, and report on project progress. Ensure record keeping meeting rigorous audit and best practice project management expectations and considerations. 8. Contribute proactively to the work of the Steering Group, taking responsibility for its scheduling and operation. 9. Give high profile to inclusion of volunteering, learning, and outreach as an integral part of the project, securing associated benefits for the project itself and more generally for the benefit of the regional good. 10. Analyse and evaluate project progress, outcomes, and impact. Making recommendations for any improvements as well as problem-solving and finding solutions to challenges that arise. 11. Raise the profile of historic landscapes, heritage, HLF, and the Garden. B. Specific Duties 1. In consultation with others including the Project Management Team, Steering Group, project staff, Garden contributors, and project stakeholders and funders, facilitate and ensure necessary clarification, identification, and scoping of the project goals, deliverables, and methodologies. 2. Establish the project office arrangements as the co-ordination and communications base for all dimensions of the project. 3. Work with others across and beyond the team, ensuring high standards of communication to staff and stakeholders, as well as consultants and service providers. 4. Establish systems and processes to manage and monitor the project time-line, activities, and resources, as far as possible in line with best practice in project management as well as in compliance with Garden policy and financial regulations, and the requirements of the award. This includes tracking project deliverables using appropriate IT tools and ensuring necessary levels and systems of paper and other records to meet audit purposes and quality assurance requirements. 5. Take responsibility, in liaison with the Garden Director, Head of Development, and others as appropriate, for recruitment and development of project staff as well as their performance management, always promoting a positive and fair team-working environment. 6. Lead and co-ordinate the Project Delivery Team, taking day-to-day responsibility for running the project, under the guidance of the Project Champion (Head of Development). 7. Be responsible for monitoring, review, and reporting on project progress. As required reporting, progressing, and record-keeping to reflect high standards of project management. At all times initiating, consulting on, and suggesting improvements. 8. Co-ordinate and consult with other members of the project team, Steering Group, stakeholders, and participating individuals and groups to maintain the project momentum and secure its success. This will involve providing direction and support, being responsive and innovative, as necessary trouble-

5 shooting to develop alternative approaches and strategies or to anticipate or identify solutions to problems arising, so as to deliver agreed outcomes. 9. As necessary, respond to changes identified, prompted by operational or strategic need, or agreed by the Steering Group. Implementing interventions, planning and identifying impacts and implications, and both managing and communicating any project changes. 10. Developing systems and approaches throughout the project for objective evaluation that is both qualitative and quantitative and provides for effective assessment of results and impact. Harnessing marketing and other expertise to display and communicate these in accessible ways to raise the profile of the landscape heritage work, the project, and the Garden. 11. During the Development Phase of the project, in consultation with others, ensure that all plans (including the Activity and Action Plans, Project Business Plan, and Landscape Conservation and Management Plan) are finalised for approval by the Garden s Head of Development, Director and Project Steering Group prior to the Round 2 application. 12. Advise and contribute to the development of the Activity and Action Plans by the Heritage Coordinator in preparation for the Round 2 application to HLF. Ensure that this is compatible, complimentary, and aligned with other plans. 13. Make a leading contribution to the work of the Steering Group in provision of routine and ad hoc reports, publicity, data collection and review of project performance. 14. Collaborate widely with stakeholders, partners, participants, team members, and others to raise the reputation and build the positive profile and success of the project. Share best practice with other HLF projects and more widely. 15. Contribute to development and specification of further strands of related work or additional projects and programmes. This may include preparing bids and seeking funding from alternative as well as existing sources. C. Other General Duties 1. Contribute, as a member of the Garden staff team, to any activities or duties that support and promote the Garden, and help in its smooth day-to-day running and its overall success. 2. Such other duties as from time to time will be allocated. NOTE: This role description is for the Development phase of the project. Towards the end of this stage there will be a formal review of this, in the light of progress with that phase of the project and the competencies needed for the further Delivery phase of the project. Following this it is envisaged that changes in the role requirements may be made to meet the needs of the Delivery phase.

6 Paper application Interview Occupational assessment PROJECT MANAGER - INFORMATION PACK PERSON SPECIFICATION It is essential in your application that you provide evidence and proven examples showing specifically how you meet each of the selection criteria of the job requirements. These competencies will be further developed and discussed in detail with those candidates invited to interview. Specified below are the criteria that are considered necessary to undertake the duties of the role. The person specification forms part of the information made available openly to applicants. This information will be referred to at all stages of the recruitment and selection process. To be short-listed and/or selected for interview, candidates must meet these criteria adequately. Criteria and evidence expected: Education/Qualifications Method of Assessment Knowledge/Experience Competencies/abilities Essential Criteria 1 Educated to at least first degree level or equivalent professional competence, with evidence of strong numeracy and literacy 2 Demonstrated knowledge and competence in theory and practice of project management, controlling resources and applying project management techniques and tools, and success of applying these in practice to deliver projects on time, on-budget, and to specified outcomes (preferably in a multi-faceted context including civil engineering) 3 Proven, high-level IT and keyboard competence with ability to use diverse packages, tools, and data management systems. 4 Proven organisational and planning skills, able to prioritise own time and that of others, and to multitask 5 Ability to communicate clearly, fluently, and effectively interpersonally and in writing. 6 Competent in people management and motivation, suited to leading and working as part of a diverse team, resolving challenges and generating solutions effectively 7 Proven skills in specifying requirements, procurement, health and safety, and risk mitigation 8 Evidence of critical thinking and problem solving ability. Appreciation of risk management and ability to take well-founded decisions. 9 Analytical ability, familiar with reviewing results and reporting on progress to committees and others. 10 Adaptable, and flexible with ability to be assertive and persuasive, influencing others and negotiating effectively and professionally 11 Track-record of interest in embracing learning, diversity, volunteering, and outreach Desirable Criteria 12 Project management qualification e.g. Prince 2 13 Fluency in spoken and written Welsh 14 Interest and enthusiasm for heritage and the purposes and objectives of the project overall, as well as understanding and appreciation of the charitable objectives and purposes of the National Botanic Garden of Wales

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