Change Systems Project Officer (Ref: 23239)

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Job Summary - Change Systems Project Officer at HMPPS - Probation Service Band 3

Position Overview:

The Project Officer role specialises in change systems and is instrumental in facilitating the smooth implementation of HMPPS Gateway Management System and HMPPS EQuiP Process Management system and processes within His Majesty's Prison and Probation Service (HMPPS). The role focuses on process mapping, Power Platform utilization, and change management and is essential in driving organisational improvements and ensuring compliance with regulatory standards. The Change Systems Project Officers will be expected to work collaboratively with Project Officers from the Area and National Change teams, to ensure that project requests made through GMS are effectively deployed and actioned. Change Systems is a national team with tools deployed to support the whole of HMPPS and therefore there is an expectation that travel across the country may be required including some overnight stays.

Key Responsibilities:

Process Mapping: Facilitate comprehensive process mapping workshops to visualise current workflows and identify opportunities for process optimization. Collaborate with stakeholders to document processes accurately and identify areas for improvement.

Process Management: Manage and streamline organisational processes to enhance efficiency and effectiveness. Support process improvement plans and implement changes to drive operational excellence.

Change Management: Support change management initiatives by facilitating communication, training, and stakeholder engagement activities with Area and National Change teams as well as wider stakeholders. Assist in the development and implementation of change management plans to ensure successful adoption of new processes and technologies.

Power Platform Utilization: Leverage the Microsoft Power Platform to develop and deploy digital solutions that support change management efforts. Utilise Power Apps, Power Automate, and Power BI to automate workflows, improve data visibility, and enhance decision-making processes.

Stakeholder Engagement: Engage with key stakeholders across the organization to gather requirements, promote change systems, gather feedback and ensure alignment with change objectives. Build strong relationships and effectively communicate updates and milestones to stakeholders at all levels. Facilitate process capture workshops and deliver training and briefings, both remotely and in person.

Customer Service: Provide exceptional customer service to internal and external stakeholders, addressing inquiries, resolving issues, and ensuring satisfaction with change management services. Act as a point of contact for stakeholders seeking assistance or guidance throughout the change process.

Continuous Improvement: Drive a culture of continuous improvement within the team, identifying opportunities to enhance processes, systems, and service delivery. Proactively seek feedback from stakeholders and implement improvements based on lessons learned.

Compliance: Ensure compliance with relevant regulations, policies, and standards throughout the change and process management process. Adhere to established compliance requirements and integrate compliance considerations into change and process management activities.

Accessibility: Ensure that change and process management systems and content are accessible and user-friendly for all stakeholders, including individuals with disabilities. Identify and address accessibility barriers to ensure equal access to information and services.

MI Data Reporting: Collect, analyse, and report on Management Information (MI) data related to change management activities, and share this with Area and National Teams. Generate insights and recommendations to support decision-making and measure the impact of change initiatives on organisational performance.

Experience

Experience of: Implementing change projects / Basic financial analysis / Project planning.

Technical

NVQ Level 3 or equivalent in a relevant subject (or appropriate practical experience), Microsoft: Word, Excel, Outlook, and PowerPoint, Power Platform.

This role will be contractually based at either of the following premises:

• York Probation Office, 108 Lowther Street, Guildhall, York YO31 7WD
• Derwent Court, 1 Stuart Street, Derby, DE1 2EQ

In line with our hybrid working policy, employees must be present in the office for at least 60% of their working hours, which generally equates to three days per week.

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Strengths.

https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

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