11020187 - Major Projects Officer

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Posted: 04/10/2018 16:20
Start Date: Not Available
Salary: £25,034 to £30,903
Location: Dale Street
Level: Specialist
Deadline: 01/11/2018 12:00
Hours: 37.00
Benefits: Company Pension Scheme, Flexi-time working, Employee Assistance Programme & Travel Loan
Job Type: Established [A]

Purpose of the role: Support the Senior Projects Coordinator in developing NML’s Estate such that the organisation’s built infrastructure enhances its core activities in the short and the long term.

Assist with the delivery of a range of capital and other change projects, liaising closely with the Estates Building Fabric and Engineering Team, Exhibitions Team and other colleagues across NML.

Section 1. Main Activities

Reporting to the Director of Estates, the post holder will:

  • Assist with the management of individual capital projects and major exhibitions.
  • Support the Senior Project Coordinator in co-ordination and management of interface between enabling, base build and fit out phases of works.
  • Working with the Senior Project Coordinator, support and co-ordinate fit out contracts through procurement, appointment, production and installation.
  • Manage the content development process, including liaison with designers, curators, conservators, education and marketing
  • Establish and maintain comprehensive register of all contracts.
  • Chair internal meetings and ensure accurate record of key actions maintained
  • Liaise with Director of WML and Collections Management team to support and monitor object conservation and installation programmes
  • Co-ordinate the preparation and collation of key project reports for internal and external stakeholders
  • Work with the Project Manager and Finance colleagues in managing and monitoring of budgets and the provision of regular summary reports/spreadsheets and expenditure projections.
  • Establish and maintain system for logging, storing and accessing all project images.
  • Arrange and coordinate key events / workshops, as necessary ensuring close consultation with external stakeholders and internal parties, as required.
  • Assist with the detail of project delivery throughout the lifetime of the project.
  • Ensure information management systems are maintained for all correspondence, design drawings and other project information, including establishing electronic records management.
  • Manage coordinated systems for logging and tracking designers’ instructions, change requests, requests for information and defects notifications.
  • In conjunction with the Senior Project Coordinator, manage site access required by contractors and NML officers, as required, ensuring appropriate permissions are sought, documentation supplied and notifications given.
  • Process contract / trade package payments, keeping a log of payments, ensuring appropriate authorisation and liaising closely with Finance to ensure the accurate log of expenditure and commitments against project budgets.
  • Assist with the scoping of new projects, applying for funding and programming into existing workload
  • Maintain a log of possible projects and monitor their progression through approval stages.
  • Carry out research to inform writing funding bids, either from previous projects or other sources.
  • Overall governance and Project Management Office
  • Assist with the development and management of a master programme for approved projects, setting out clear project stages, key milestones, inputs, deliverables and dependencies using Microsoft Project. 
  • Update project programmes on a regular basis to show overall status of projects and progress/slippage against task in sufficient detail and clarity for reporting to Project Director, project teams, and external funders and stakeholders.
  • Provide the Project Management Office function for the Capital Programme Steering Group or its equivalent.  Ensuring that the agenda and minutes are prepared in good time and that documents for Stage 1 and Stage 2 project approvals are circulated well ahead of the meeting.
  • Take part in the management and promotion of health and safety across the estate
  • Ensure that a safe system of work is maintained through the implementation of Managing Safely Principles throughout NML
  • Be informed of current health and safety requirements and work with colleagues across NML to ensure that correct procedures are followed, particularly the CDM2015 Regulations.
  • Contribute to the production of risk assessments and the subsequent elimination and management of risk
  • Assist in the management and coordination of external subcontractors employed to assist NML
  • Take part in the annual review of health and safety policy
  • Assist in ensuring that NML complies with all relevant statutory obligations and maintains records to demonstrate its compliance.
  • Continuous improvement
  • Contribute to the development of new standards for use through NML properties that will enhance the appearance, reduce future maintenance costs and improve the conditions within the buildings.

Section 2. Responsibilities

  • Accountability
  • Ensure projects allocated for your management meet the budget and programme agreed at the outset.
  • Information supplied to CPSG and other decision making meetings is accurate.
  • Only correct and necessary information is placed into long term project archives.
  • Representation
  • Deputise for the Senior Project Coordinators internally and externally as required
  • Represent NML in meetings with Liverpool City Council Building, Planning and Conservation Officers and Wirral Council as required.
  • Provide professional advice on estate management and NML to academics; colleagues within the profession and students
  • Represent the Estates Directorate at internal meetings
  • Staff Management
  • Overseeing external subcontractors working on behalf of the Estates Directorate
  • No direct line management.
  • Other
  • The post holder will be expected to show the highest level of integrity and confidentiality in the provision of these duties.
  • Adhere to the standards expected of all public services as defined by the HM Treasury publication “Managing Public Money”. Those standards are honesty, impartiality, accountability, openness, accuracy, reliability, transparency, objectivity, integrity and fairness. These standards should be carried out in the spirit of, as well as the letter of, the law; in the public interest; to high ethical standards and achieving value for money.
  • Adhere to NML’s Health and Safety policies and procedures, and make a contribution to the continuance of a sound health and safety culture within the division.
  • Develop NML’s commitment to Equality and Diversity, and promote non discriminatory practices in all work undertaken.
  • Undertake additional duties, as required from time to time
  • Undertake training and development courses and programmes, as required.

Section 3. Requirements for the role.


  • Essential: 5 GCSEs including English and Maths


  • Working on capital projects involving a number of stakeholders and consultants
  • Co-ordinating large and diverse project delivery teams
  • Using established project management tools and processes
  • Managing budgets and developing systems for coordinating financial information
  • Producing reports for external funders.
  • Co-ordinating complex collections decant and installation.

Person Specification

  • Team player – able to collaborate easily with both familiar and unfamiliar people.
  • Good judgement – able to consider options and assess the best way to approach a complex situation.
  • Clear communicator – able to convey important information concisely and in a manner that will maintain good, cooperative relations.
  • Meticulous with an eye for detail
  • Patience and tenacity to see a job through to the very end
  • Flexible and accommodating attitude – able to operate effectively in a variety of places and circumstances.

Section 4 – Compulsory Training

  • National Examination Board in Occupational Safety and Health (NEBOSH) -  Site Safety Supervisor
  • NEBOSH – Certificate in Construction

The details contained in this job description reflect the content of this job at the date of being prepared.  It is however possible that over time the nature of the job will change.  Consequently National Museums Liverpool will expect to revise this job description from time to time and will consult with the post holder, should the need arise.


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