Job Title: Senior Project Officer (Operational Delivery)
Salary and Pay Band: E1 - £26,696 - £30,759 (tbc)
Hours: Full time (35 hours per week)
Job Holder: vacant
Team (Directorate/ Operational Delivery (Operations department)
Manager: Stewart Long, Head of Operational Delivery
Direct Reports: Project Officer (Branch Resources)
Part 1: JOB PROFILE
1 MAIN PURPOSE OF JOB:
To provide project management and administrative support to the
Area Management function, enabling them to deliver operational
project work in England.
2 POSITION IN ORGANISATION:
The post holder will work closely with the Head of Operational
Delivery, Area Managers team and PA/Admin Officer to Head of
Operational Delivery. In addition:
People affected by MS, including local volunteers in
branches, regions and local support groups;
Local area staff;
All staff throughout the MS National Centre and
relevant colleagues based elsewhere across the UK;
Relevant staff and contacts in a range of voluntary and
Head of Admin
Area Managers Senior Project National Support PA/Admin
x 4 (England) Officer Groups Officer Officer to Head
of Ops Delivery
3 SCOPE OF JOB:
Administration of Area Managers team function
Maintaining and updating information
Management of Project Officer (Branch Resources)
4 DECISION MAKING AUTHORITY:
Able to make decisions to progress project work within boundaries
agreed with the Area Manager team.
Authority to sign-off relevant invoices to the value of £500.
5 QUALIFICATIONS & SKILLS LEVEL: Person Specification
A Levels or equivalent
Experience of project management including managing
concurrent projects, progressing, reporting and completing
within agreed timescales.
Experience of organising and providing administrative
assistance in an office environment, including supporting staff
who work in different locations. This should include drafting
letters, writing minutes, organising meetings etc.)
Experience of working as a PA, including managing inboxes,
diaries and requests for information (desirable).
Experience of using Microsoft Office packages, particularly
Word, Excel, PowerPoint, Publisher and Outlook.
Experience as a volunteer or working with volunteers.
Experience of providing effective line management support.
Knowledge and Skills
Ability to manage a heavy workload and prioritise conflicting
priorities, as well as tracking progress on a wide range of tasks
and delivering within deadlines.
Ability to work on own initiative with minimal supervision, being
both pro-active and self-motivated.
Ability to negotiate and process work with numerous stake-
holders, including senior staff across different locations,
(Volunteer) Council Members and local volunteers.
Ability to edit and write content for different audiences including
websites and associated new media.
Ability to communicate with, engage and form good working
relationships with a diverse range of groups and individuals,
internally and externally.
An understanding of the necessity of confidentiality.
Strong interpersonal skills and the ability to persuade and
Ability to develop ideas and solutions to difficult situations.
An organised and thorough approach to work with attention to
A commitment to team working, flexibility and a willingness to
undertake varied responsibilities as part of a close-knit team.
A sensitive and flexible approach to working with people
affected by MS.
Part 2: MAIN DUTIES & KEY RESPONSIBILITIES
1. Project Management (40%)
o Provide project management support for operational delivery work
including pilots, new processes and activities in England to ensure
progress within deadlines.
o Pro-actively identify and instigate where project work within Area
Managers ongoing and development work would assist progress
o Scope potential work, including opportunities to influence and
support cross-organisational work. Where appropriate, draft project
o Manage and oversee smaller projects and / or sections of larger
scale work, as directed. For example, Development toolkit, Branch
Business Planning project, ICT developments such as branch
o Undertake desk based research, coordinating and collating
information, creating case studies etc.
o Creation of, or advice on, presentation content and design as
required for internal and external presenters.
o Collation of project information and data for use internally and
externally e.g. CAB/ Advocacy partnership information
o Coordinate the Area staff development days (currently twice a
year). To include, all meeting room arrangements,
accommodation, travel, confirmation with internal and external
o Identify and agree good practice within ops delivery work and
identify opportunities to share around organisation
o Identify links between area team work and other projects across
the Society to help align work and minimise duplication.
2. Administration of Area Managers team function (30%)
o Identify or design and implement processes and tools that improve
the area team management function.
o Update, maintain and share the Area Managers work-planner.
o Manage Area Managers’ emails during periods of holiday,
o Progress and support tasks as identified by Area Managers.
o Provide administration support to Area Managers as required. For
example arranging individual area team meetings, typing-up
supervision notes, taking notes at meetings.
o Coordinate individual area team meeting content and dates to
ensure consistency across England.
o Organise meetings and events relating to project work involving
staff across the Society and, on occasion, externally.
3. Maintaining and updating information (20%)
o Represent the Area Manager team and/or work of area staff in
internal meetings and working groups where appropriate.
o Manage the Area Managers intranet section, to enable documents
to be easily shared and accessed.
o Ensure that the function and purpose of the area teams is clearly
presented to other intranet users.
o Ensure area team function and activities are collated and reported
throughout the organisation as appropriate e.g. Keep In Touch
o Facilitate information requests from colleagues, including following
up, collating information and presenting responses on behalf of the
Area Manager team.
o Compile information to underpin the area team management
function (e.g. snap shot of branch profiles).
4. Management of Project Officer (Branch Resources) (10%)
o Use positive performance management to line manage and
develop a staff member with a UK remit. This will include
facilitating appropriate professional development, undertaking
supervisions and performance development reviews and handling
poor performance issues.
The post holder should be prepared to attend MS Society meetings
in different parts of the country. Some meetings may be during
evenings or weekends.
The post holder will be working in a developing environment and
he/she will therefore be expected to undertake other appropriate
duties as required for the effective operation of the MS Society.
Health and Safety
Responsibility for health and safety in the area under his/her
control and ensure that he/she is familiar with the Society’s policy
statement on health and safety at work.
Equality and Diversity
Respect the unique contribution of every individual and work
positively in an equal opportunity and diverse environment
Job Holder’s Date:
Line Manager’s Date:
Additional Information for job applicants
MS Society – Senior Projects Officer (Operational Delivery)
This document gives you additional information on the role available and should be read
in conjunction with the job description and person specification.
MS Society and the Operations Department
Multiple Sclerosis (MS) is the most common disabling neurological condition affecting
young adults. Around 100,000 people in the UK have MS. The MS Society is the UK’s
largest charity dedicated to supporting everyone whose life is touched by MS.
The Society consists of 6 Departments: Chief Executive’s; Corporate Services; Policy &
Research; Fundraising; Information, Education & Communications and finally
Operations. The Operations Department contains the main service delivery and service
development elements of the Society:
Working to ensure that our information and support services reach out and are relevant
to every part of the MS community, including carers. Working with the network of
branches and other support groups to consistently deliver a core set of services and to
assist those volunteers seeking to do more. Developing a new vision for support based
on the individual and they’re own identified needs and goals.
Offering Grants that support the grant-making service provided by branches that totals
over £1 million annually. A centralised grant service to complement and support branch
grant-making. In addition a Short Breaks and Activities Fund (SB&AF) for people
affected by MS planning a break or seeking respite care.
Service Change & Development
Working in partnership with volunteers and professionals to protect existing, increase
and/or improve statutory services e.g. specialist nurse, physiotherapist and occupational
therapy services; social care services and respite care services. To provide expertise
and support to Branches and volunteers to ensure that national programmes are
delivered effectively at a local level.
Much of the work of the Operations Department and colleagues across other
Departments is delivered through the UK Area staff structure. In England the Area teams
are based within Operations and managed via four Area Managers. The roles of Area
team members cover:
1. Local Support Development Officers – Leading on the relationships with the local
branches and other support groups (e.g. young male carers group)
2. Service Development Officers – Leading the service change and development
work with health and social care providers, often in partnership with Parkinson’s
UK and MNDA.
3. Volunteer Development Officers – Leading the volunteer recruitment approaches
locally and seeking to increase the volume and diversity of the Society’s
4. Area Fundraisers – Leading local fundraising efforts both through the branch
network and via local individuals who chose to run marathons etc for the Society.
Providing the tools, guidance, policies and training to enable roughly 9,000 volunteers to
effectively and safely run branches, engage in research through the Research Network,
join our fundraising effort locally.
Senior Project Officer (Operational Delivery ) Role
Working to the Head of Operational Delivery you will provide direct support to four home
based Area Managers in England. Based within the National Centre you will build strong
supportive relationships with colleagues across all departments and particularly those
that have high volume interaction with area staff e.g. conferences, information, web,
finance etc. Through attendance at Area Managers meetings you will develop a clear
understanding of the work, the challenges and what is needed to progress work
effectively. You will use your initiative to help make internal connection to help progress
work and volunteer to move areas work forward on behalf of the management function.
You will provide consistent administrative support to individual Managers.
A Typical Day?
Whilst there isn’t a typical day for our staff, any combination of the following activities
may take place
Drafting the agenda for the next Area Managers (plan & progress) meeting
Type up the latest supervision notes for Area Manager (North)
Organise a meeting with colleagues in the conference team to help progress agree work-
plans between the Conference team and Area Team West
Progress your project creating a new intranet site for locating ‘regional plans 2012’
inclusding how you plan to communicate the plans within the Society. Updating your own
monitoring and action sheets for this project that you took as an action from a previous
Area Managers meeting
Dealing with an initial telephone complaint from a branch member regarding the
treatment they feel they have received from their local branch committee. Calm the
situation, take notes and pass to the relevant Area Manager
Attending an organisation wide planning meeting for the next Carers Week (later in the
year), contributing and taking own notes to then send out a brief bullet point update email
to Area Managers asking for specific information that has been required of area teams
Preparing a draft power-point presentation on developments within the London Area
based on information from members of the London Area Team, highlighting gaps in
information and variation in pitch and tone that the Area Manager London may wish to
Monitor the Area Manager East’s email in box whilst she is on annual leave. Responding
to any items that can be dealt with immediately
The successful candidate…
We hope you find this additional information useful in considering whether to apply for
this post. If you do apply, it is important that you look closely at the job description and
the person specification and to make sure that you address the criteria we are looking
for. Throughout the recruitment process we will be looking for examples and evidence
of your skills, knowledge and experience.