Job info	Job info details
Job title	Capital Programme Co-ordinator
Strategic team/Directorate	Pride in Place
Service	Strategic Development
Business unit	Place
Responsible to (day to day issues)	Capital Programme Manager
Accountable to (line manager)	Capital Programme Manager
Salary grade	I
JE ref	PLA041

1. Key purpose of job

• To work collaboratively with Client and Project Managers and the Senior Leadership Team (SLT), to co-ordinate the strategic performance reporting and delivery of the Council’s Capital Plan and associated capital programme.
• To provide programme and project support to the Capital and Growth Board and its associated project managers across the corporate capital programme, including the management of all aspects of reporting and co-ordinating project governance frameworks to support schemes.
• To assist the Capital Programme Manager in the monitoring and reporting of project grant funding to the respective organisations and ensure the funds are administered in line with grant conditions.
• To assist the finance and support teams in understanding the budgetary and governance requirements for projects and ensuring effective transparency and reporting for project stakeholders and council departments on the financial position of the Capital Investment Plan. 

2. Anticipated outcomes of post

• The Council has clear oversight of the delivery of the Capital programme, within agreed timescales and budgets, in conjunction with capital programme project managers and budget holders reported through the Capital and Growth Board.
• The Council have clear understanding via robust monitoring and reporting mechanisms, of grant funding allocations and usage across the portfolio of capital projects and maintain a good working relationship with external grant funding organisations.
• Senior Leadership Team (SLT) and council departments can prioritise funding and resources for the delivery of the Council’s corporate capital programme and enable the robust review of the corporate delivery plan and its constituent projects, providing clear recommendations to Cabinet and Council where appropriate.
• To identify where capital projects are exhibiting cost overruns or delays in the completion schedule and provide direction and recommendations for how these should be addressed promptly.
• To ensure elected members and the council’s SLT, have visibility of the Capital Plan and the approval of individual capital projects, to encourage collective responsibility for the capital expenditure on a project and the success of the schemes themselves.
• Directorates are supported to ensure the Council’s Capital Plan contributes to the strategic priorities contained within the Community and Corporate plan, including the delivery of economic growth and regeneration schemes and The Devon and Torbay One Public Estates Strategy.
• Effective working relationships with internal and external partners are developed and maintained and the profile of the council and its capital delivery team are enhanced.

3. List key duties and accountabilities of the post

• To lead and co-ordinate the performance reporting and delivery of the Council’s Capital Programme, with clear presentation of data to the Capital and Growth Board, SLT, and various Torbay Council meetings i.e. Council, Cabinet, Overview and Scrutiny Board, Audit Committee.
• To assist the Capital Programme Manager in compiling reports and updates required by external grant funders and ensuring that Capital Project teams are aware of and adhere to the relevant grant funding conditions. This includes the preparation of new grant funding bids.
• To assist with the internal and external communications on the capital programme to key stakeholders, via regular progress reports to the Capital and Growth Board, SLT, Cabinet, Council and other government organisations as required.
• To lead the co-ordination of the data and reporting information for:  One Public Estate, Government Departments, and specific Government Funding streams (MHCLG, DfT, DCMS).
• To work in partnership with colleagues in the capital delivery team in developing and delivering transformative capital projects. This includes support in project start up, reporting mechanisms and recording of formal decisions.
• To provide assurance and drive the use of appropriate project management frameworks and tools, including appropriate financial controls, risk reviews and scrutiny of proposed capital business cases.
• To ensure effective compliance with procurement guidance and contract management principles within the capital schemes, so policies and protocols are understood and implemented (consistent with national legislation, statutory requirements, and best practice).
• To assist in the delivery of continual service improvement, within the Capital Programme and identify and deliver efficiencies and enhanced ways of working utilising innovative ideas and available technology.
• To ensure that relevant legislation affecting capital projects is observed and grant funding is spent in line with the conditions of grant.
• 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.

4. Budgetary/Financial Responsibilities of the post

• The post holder is not a budget holder directly for capital programme schemes but will be required to maintain accurate financial records of cost control regarding programme / scheme delivery and provide direction around project / programme spend to the Director of Pride in Place, and the programme office, in close liaison with the Director of Finance and finance team.
• The post holder will assist in the generation of the Capital Investment Plan annual and quarterly monitoring updates and will influence project budget setting and profiling over the recurring four-year investment period. 

5. Supervision/Line Management Responsibilities of the post

• No direct formal supervision/line management.
• Ongoing monitoring and indirect management of Capital Programme project managers and leads, ensuring the effective and timely delivery of information into the Capital Growth Board reporting cycle.

6. Working environment and conditions of the post

• Occasional site visits to capital schemes, to be managed by health and safety protocols.
• Main work location will be council offices or home working.

7. Physical demands of the post

• Normal physical effort. 

8. Specific resources used by the post

• IT equipment and a variety of IT/software systems. 

9. Key contacts and relationships

External: 

• The Devon and Torbay One Public Estate Partnership.
• Ministry of Housing, Communities and Local Government (MHCLG).
• Heart of the Southwest Local Enterprise Partnership (LEP).
• Cultural organisations such as National Lottery Heritage Funds (NLHF) and Arts Council England (ACE).
• SWISCo (Torbay Council owned company which provides a range of frontline local services in Torbay including waste and recycling collections, commercial waste, highways, street cleansing and grounds maintenance).
• Torbay & South Devon NHS Foundation Trust.
• NHS Devon.
• Housing associations.
• Educational establishments.
• External contractors.
• Other key external partners in the public, voluntary and private sectors (including developers).

Internal: 

• Director of Pride in Place and Director of Finance.
• Other members of the Senior Leadership Team.
• Capital and Growth Board.
• Council departments such as finance, procurement, planning, parking and IT teams.
• Elected Members, via Council, Cabinet, Overview and Scrutiny Board, Audit Committee, one to one meeting. 
• Other internal partnerships.

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 both hybrid and permanent home working.
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be considered when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
• 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	Capital Programme Co-ordinator
Strategic team/Directorate	Pride in Place
Service	Strategic Development
Business unit	Place

Skills and effectiveness

Essential skills and effectiveness

• Proven project management skills and the ability to plan, organise and use resources effectively and efficiently across multiple projects with conflicting priorities.
• Proven problem-solving skills and the ability to conduct root cause analysis and determine a range of informed and imaginative solutions.
• Capability to make informed decisions on how to progress project governance and engagement with key stakeholders with consideration to the local and central government political climate.
• Proven ability to negotiate with and influence internal colleagues, key partners or external providers, to meet deadlines, manage costs and secure benefits and outcomes.
• Proven ability to work to, and be motivated by, deadlines involving changing problems, circumstances, and conflicting priorities.
• Proficiency in assimilating, understanding, interpreting, and communicating complex information and data to inform decision making.
• Capacity to communicate effectively to deliver presentations and detailed reports, including business cases and financial data to wide range of stakeholders.
• Proficient in the standard use of desktop applications such as Microsoft Office Outlook, Teams, Word, PowerPoint and Excel.
• This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English. 

Desirable skills and effectiveness

• Familiarity of Microsoft Project, Asta Power Project or other Gantt chart scheduling tools.
• Proficient in the use of advanced Microsoft Excel techniques including conditional formatting, pivot tables intricate formatting.
• Experience in the use and creation of online reports and dashboards via Power BI applications or Microsoft Power Automate.

Knowledge

Essential knowledge

• Expert working knowledge of specialist techniques and tools for planning, monitoring and controlling programmes and projects, including business case development, stakeholder engagement, planning, change control, and risk management.
• Significant theoretical understanding of the application of programme and project management methodologies, such as PRINCE2, Association of Project Management (APM) and/or other project industry standards.
• Effective knowledge of budget and resource management procedures and mechanisms.

Desirable knowledge

• Knowledge and understanding of capital programmes, including estates/construction projects.
• Working knowledge of construction principals and design stages (RIBA / ICE).
• Understanding of the democratic and decision-making process within public services.
• Understanding of local government capital accounting and funding.
• Understanding of local government procurement regulations, various routes to market and forms of contract (JCT / NEC).

Experience and achievements

Essential experience and achievements

• Experience of delivering large scale complex projects including performance monitoring, budgetary control and risk management.
• Experience in producing and reviewing project business cases and other standard project tools such as Project Initiation Documents (PID) or similar, Risk, Issues, Lessons learned, Action logs and budgetary trackers.
• Experience in stakeholder management and engagement across a wide range of internal and external departments and organisations up to executive level.
• Experience in the delivery of complex multi-agency work or projects across organisational boundaries.
• Detailed budget management, profiling, and cost control experience.

Desirable experience and achievements

• Experience in the delivery of capital projects.
• Working with elected members within local government.
• Experience of developing, managing and monitoring procurement frameworks and specifications.
• Delivery of business improvement projects or new processes to enhance efficiency.

Qualifications/professional memberships

Essential qualifications/professional memberships

• PRINCE2, Association of Project Management (APM), or equivalent project/programme management qualification.
• Educated to at least NVQ Level 4/HND or equivalent. 

Desirable qualifications/professional memberships

• Professional membership with an applicable governing body, such as Association for Project Management (APM).
• Management or equivalent leadership qualification.
• Any relevant IT related qualifications (Advanced Excel, Microsoft Project).

Other requirements

Other requirements of the job role

• Ability to travel efficiently around the Bay/Southwest/UK to carry out duties. 
• Ability to accommodate unsociable hours. 
• Ability to accommodate occasional/permanent homeworking.