Job info	Job info details
Job title	Systems Project Officer – Finance
Strategic team/Directorate	Finance & Commercial Services
Service	Finance
Business unit	Corporate Finance - Financial Systems & Exchequer
Responsible to (day to day issues)	Reporting & Technical Development Manager
Accountable to (line manager)	Reporting & Technical Development Manager
Salary grade	I
JE ref	FIN102

1. Key purpose of job

• To support the Reporting & Technical Development Manager to successfully manage projects and business objectives on behalf of the Authority.  
• To track project performance using appropriate tools and techniques, ensuring timely completion of milestones and deliverables to meet the required standards and specifications.
• To oversee the planning and implementation of specific projects within the organization, delegating work where appropriate.
• To proactively engage with stakeholders (Services within the Torbay Council) to ensure project requirements are understood and met.
• To maintain clear and consistent communication with team members, stakeholders, and senior management during projects.
• To develop new initiatives and recommend strategies that maximise the use and productivity of ICT systems within Financial Services and the wider council in connection with their related service needs.  

2. Anticipated outcomes of post

• Ensure projects are completed on time and to the required quality standards.
• The support of financial system-based projects throughout the authority in identifying, baselining and developing service needs; support and advice in the development and production of outline business cases for transformation projects. 
• To streamline processes, reduce time spent on tasks, and improve overall productivity.
• To ensure stakeholders are satisfied with the project outcomes and the communication throughout the project.
• Project deliverables meet or exceed the expectations and standards set by the organisation.
• The successful implementation of systems projects supports the organization’s strategic objectives.
• To keep abreast of reporting software development to ensure the most effective and efficient solutions are utilised. 

3. List key duties and accountabilities of the post

• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
• To develop financial systems thorough project plans, including timelines, milestones, and resource allocation.
• To lead and motivate project teams, ensuring clear roles, delegation of tasks and responsibilities.
• To communicate with stakeholders to gather requirements, provide updates, and manage expectations.
• To manage projects that are subject to deadlines and frequently changing circumstances and priorities. Make decisions on projects as and when they arise then implement the decision through to a conclusion.
• Use project management tools and documentation to track progress and performance against project plans to ensure they are going to plan as expected.
• To Address and resolve any issues or disputes that occur during the project. 
• To identify opportunities for process improvements and evaluate new software, alternative solutions, assess feasibility and recommend new approaches, for efficient service delivery and improving customer service.
• To provide creative, effective and efficient solutions with regards high level Council Wide project work (i.e. Transformation Programme) and other areas of work asked to participate in on an ongoing basis.
• Although sitting in Financial Services this is a key technical post that requires IT programming and some Database administration skills to perform these duties and to provide maintenance and ongoing development & support of Microsoft BI & Logi Analytics.

4. Budgetary/Financial Responsibilities of the post

• None. 

5. Supervision/Line Management Responsibilities of the post

• Direct Line management for the ‘Finance Officer – Systems and Projects’ and directing staff on project work, which will include allocation of work & checking of work. 

6. Working environment and conditions of the post

• Normal working environment and conditions.

7. Physical demands of the post

• Normal physical effort. 

8. Specific resources used by the post

• Usual IT equipment and accessibility for office working and home working. 

9. Key contacts and relationships

• External: 
  • External Auditors;
  • Partner Organisations;
  • IT Software providers.
• Internal: 
  • Service staff at all levels;
  • All finance staff;
  • Internal Audit;
  • Payroll Services & Parking Services;
  • IT Services.

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job.

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children’s Services are the Safeguarding Leads for the Council.
• The post is eligible for hybrid working.
• As this post meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check (Disclosure) from the Disclosure & Barring Service before the appointment is confirmed. This will include details of ALL cautions, reprimands or final warnings as well as convictions, whether “spent” or “unspent”. Criminal convictions will only be taken into account when they are relevant to the post.
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement. 
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Systems Project Officer – Finance
Strategic team/Directorate	Finance & Commercial Services
Service	Finance
Business unit	Corporate Finance - Financial Systems & Exchequer

Skills and effectiveness

Essential skills and effectiveness

• Able to demonstrate effective communication to non-finance colleagues at all levels and to create effective working relationships which enhance and develop the finance service to managers and to be customer focused. 
• The ability to work with a variety of customers and forge effective working relationships (e.g., working alongside budget holders, finance staff and senior officers and to adapt to local needs).
• The ability to provide leadership and constructive support to colleagues working on departmental projects, alongside the ability to make decisions and recommendations, sometimes at short notice and take responsibility for them. 
• Demonstrates commitment to colleagues, team objectives and collaborative working opportunities. 
• Proven competency to handle confidential/sensitive personal information in an appropriate and secure manner. 
• Able to convey financial and technical information accurately and simply in a manner that is easily understood by all recipients. The ability to provide information to support the completion of statutory grant and other returns with accuracy and timeliness. An eye to detail and accuracy are essential.
• Able to manage a piece of work ensuring that all milestones are achieved, and deadlines are met by use of effective time management skills.
• Flexible approach, able to work on own initiative and as part of a team with competing deadlines. The post holder is required to be quick thinking with a calm, patient, and pragmatic manner. 
• Able to work well with competing demands and cope with a continually changing working environment.
• Able to undertake a diverse project-based workload and produce desired outcomes within deadlines. 
• The necessary skills to take responsibility and assist with system issues and make decisions on the fixes applicable. 
• The IT technical skills required to complete the key duties of the post along with skills in database administration. 
• Ability to contribute to corporate technical projects to develop/update reporting solutions and take the lead & responsibility for other projects. 
• The ability to gain detailed knowledge (including background architecture) over a number of databases and use this to produce reporting solutions with self-directed learning as required. 
• Commitment to learning and applying best practices in project management.

Desirable skills and effectiveness

• Effective presentation skills. 

Knowledge

Essential knowledge

• Working knowledge of Windows-based software. 
• Working and up-to-date knowledge of IT based systems. In particular - knowledge of a Financial Information Management Systems, and Microsoft Office applications (in particular TEAMS, Excel & Word). 
• Working knowledge of the production of project management documentation including project briefs, project approach, project plans, project initiation documents, work packages, resource plans, risk & issues logs. 
• Knowledge of techniques for engaging and managing stakeholders effectively.
• Understanding of change management principles and practices to ensure smooth transitions during project implementation.
• The ability to find technical development material on the internet and to self-teach where applicable. 
• Knowledge of data analysis techniques and tools to make informed project decisions.

Desirable knowledge

• Knowledge of training techniques and methods. 
• Theoretical and practical knowledge and experience or PRINCE2 project methodology (or similar).  
• Business Process Reengineering skills, or similar. 
• Knowledge of methodologies such as Agile, Waterfall, Scrum, and Kanban. 

Experience and achievements

Essential experience and achievements

• Up to date experience of working with IT based systems and PC based software. 
• Experience in project management, particularly in systems and IT projects.
• Experience leading cross-functional teams and fostering collaboration.
• Suitable relevant experience of implementing process improvements that enhance project efficiency and effectiveness.
• Current experience of providing timely, accurate and relevant automated financial information from several different databases. 

Desirable experience and achievements

• To have experience of working within a local authority financial/accountancy environment. 
• Experience of using PRINCE2 project methodology or, equivalent, to deliver successful projects. 
• Experience in budget monitoring, budget preparation and closedown procedures within a local authority. 

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to Degree level standard or equivalent or demonstrable work-related experience. 
• MOS or ECDL European Computer Driving Licence or equivalent. 

Desirable qualifications/professional memberships

• Association of Accounting Technician or equivalent. 
• PRINCE2 Qualification or equivalent experience. 

Other requirements

Other requirements of the job role

• Ability to travel efficiently around the Bay/South West/UK in order to carry out duties. 
• Ability to accommodate occasional home-working.