Job info |
Job info details |
Job title |
Infrastructure Programme Officer |
Strategic team/Directorate |
Pride in Place |
Service |
Planning Support |
Business unit |
Planning, Housing and Climate Emergency |
Responsible to (day to day issues) |
Service Manager - Planning Support |
Accountable to (line manager) |
Service Manager - Planning Support |
Salary grade |
24 - 27 |
JE ref |
PLA022 |
1. Key purpose of job
- To monitor and update project programmes, taking appropriate action where necessary.
- To accurately allocate significant funds to correct programmes and projects and ensure those funds are spent within deadlines.
- To provide comprehensive support and assistance to project and contract managers in the Planning, Housing and Climate Emergency.
- To provide support, assistance, and cover to the Council Section 106/CIL monitoring officer.
2. Anticipated outcomes of post
- Annual publication of the Council’s Infrastructure Statement as required by legislation (or any such replacement process/document).
- Timely, accurate project and programme updates coordinating with project and contract managers and incorporating any necessary changes and revisions.
- Effective financial management: Facilitating payment of contributions due to the Council, invoice raising and payment processes, ensuring adherence to financial regulations and timely processing of payments.
- Smooth coordination and support, providing general support and assistance to project and contract managers, contributing to the successful implementation of the transport capital and grant funded programme and section 106 planning contributions.
3. List key duties and accountabilities of the post
- Tracking construction development projects subject to infrastructure funding contributions.
- Identifying when payments are due and raising demands.
- Allocating funds to projects using appropriate IT software to track those projects.
- Raising and managing orders and invoices for work using the Councils financial management systems and goods receipting completed works.
- Documenting evidence of completed works as part of maintaining a comprehensive record of each project.
- Providing general support and assistance in managing the capital and grant funded programme and assisting in other strategic policy processes and decision making.
- Preparing and publishing the Council’s annual Infrastructure Statement (or any such replacement process/document).
- Collaborate with project and contract managers to track project progress, identify potential bottlenecks, and propose solutions.
- Support the collection and analysis of data related to the transport programme, providing necessary reports.
- Assist in the preparation of project documentation, including progress reports, presentations, and other relevant materials.
- Coordinate meetings, workshops, and other project-related events, including logistics and documentation.
- Provide administrative support, such as arranging travel and accommodation for project and contract managers, preparing meeting agendas, and taking minutes.
- Respond to inquiries and provide information to stakeholders, both internal and external, regarding project activities and financial matters.
- Maintain effective communication channels with project teams, contractors, and external partners to facilitate collaboration and information sharing.
- Contribute to the continuous improvement of project management processes, suggesting and implementing enhancements where necessary.
- Stay updated with relevant policies, guidelines, and regulations pertaining to the transport sector, Community Infrastructure Levy, Section 106 and project management.
4. Budgetary/Financial Responsibilities of the post
- Using the Council’s IT systems to ensure demands are raised in a timely manner and payments are made at either trigger points or line with instalment plans. (Payments on Section 106 and Community Infrastructure Levy range from tens of thousands to hundreds of thousands).
- Correctly allocating incoming funds to appropriate service area and project budgets.
- Update project programmes in collaboration with project and contract managers, incorporating changes, milestones, and deadlines.
- Raise invoices for services provided, ensuring accuracy and adherence to financial guidelines and regulations.
- Monitor invoice payments, liaise with relevant stakeholders, and resolve any payment-related issues in a timely manner.
- Maintain accurate records of financial transactions, invoices, and payment details.
- Assist in the coordination and administration of the transport capital and grant funded programme (in excess of £1m per annum).
- Assist in the management of section 106 planning contributions, ensuring compliance and proper allocation of funds.
5. Supervision/Line Management Responsibilities of the post
6. Working environment and conditions of the post
- Hybrid working from the office and/or home as agreed with line manager with occasional requirement to visit sites, travel to meetings etc.
7. Physical demands of the post
- Predominantly office based with occasional site visits.
8. Specific resources used by the post
9. Key contacts and relationships
- External
- Customers of the services (Agents, Developers, Applicants, Investors, service providers and interested parties):
- SWISCo.
- TDA.
- Community.
- Council partners (including NHS Trust, South Devon College, Torbay Coast and Countryside Trust and Community organisations).
- Public Transport Operators.
- Transport Infrastructure Suppliers.
- Neighbouring Authorities.
- Consultants.
- Internal
- Elected Members of Torbay Council.
- Various internal departments (including Planning, Finance, Legal, Procurement).
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
- All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
- 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 is eligible for both hybrid and permanent home working.
- 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 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.
- You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
- 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.
- As this post meets the requirements of the Immigration Act 2017 (part 7) the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.
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 |
Infrastructure Programme Officer |
Strategic team/Directorate |
Pride in Place |
Service |
Planning Support |
Business unit |
Planning, Housing and Climate Emergency |
Skills and effectiveness
Essential skills and effectiveness
- Effective analytical and problem-solving skills.
- Proficient computer skills, including MS Office Suite and project management software.
- Report preparation skills.
- Communication and negotiation skills.
- Skills in understanding and explaining financial data.
- Architectural plan reading and interpretation.
- Methodical and meticulous in maintaining accurate records with excellent attention to detail and financial accuracy.
- Able to convey information accurately and clearly in a manner which is clearly understood.
- Strong organisational and time management skills.
- Able to work independently.
- Accurately collate, analyse and present complex information and data in a clear and concise manner.
- Assertion/negotiation skills, i.e., able to determine and use behaviour which is appropriate to the situation and to exercise tact and diplomacy.
- Administrative skills, i.e., a thorough organised approach to work with the ability to prioritise and manage workloads.
- Self-motivated and able to see tasks through to a successful conclusion, meeting challenging deadlines.
- Contributing successfully to effective team working and collaborating with diverse stakeholders.
- Flexible approach to working hours.
- A conscientious attitude to work.
- Willingness to maintain and improve standards and performance through implementation of good practice and personal development.
- Commitment to customer focus with excellent communication and interpersonal skills.
- As this post meets the requirements of the Immigration Act 2016 (part 7), the ability to converse at ease with members of the public and provide advice in accurate spoken English is essential for the post.
Desirable skills and effectiveness
- Ability to demonstrate initiative, innovation and flexibility.
- High level of productivity.
- Presentation skills particularly in relation to presenting reports to committee.
- Demonstrable experience of development and maintenance of monitoring systems.
Knowledge
Essential knowledge
- Able to demonstrate knowledge of planning legislation, government advice and policy, circulars and guidance notes and awareness of general issues facing the planning profession.
- Knowledge of the development management and planning policy processes.
- Knowledge of accounting processes and database management.
- Sound understanding of financial data.
- Familiarity with financial processes, including invoice raising and payment.
- Basic understanding of project management principles and methodologies.
Desirable knowledge
- Knowledge of the CIL regulations, statutory guidance and Section 106 Agreements.
- Understanding of the corporate infrastructure priorities.
- Knowledge of transport sector policies, regulations, and funding mechanisms would be advantageous.
Experience and achievements
Essential experience and achievements
- Relevant and demonstrable experience of managing databases.
- Demonstrable experience financial management.
- Use of GIS mapping programmes.
- Prior experience in project administration or support roles.
Desirable experience and achievements
- Experience of managing databases.
- Ability to understand legal documents.
- Substantive practical experience and knowledge of CIL and S106.
- Working in multi-discipline environments.
- Presenting reports to senior management and Council meetings.
- Experience of Planning or other revenue gathering enforcement roles.
Qualifications/professional memberships
Essential qualifications/professional memberships
- A bachelor's degree in a relevant field or equivalent professional experience.
Desirable qualifications/professional memberships
- IT qualification.
- Accounting and/or Business Administration qualification.
- Membership of the Royal Town Planning Institute or equivalent financial body.
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/permanent homeworking.