Project Officer (NBIF) - School of Engineering at University of Birmingham

Role Summary

This role is based within the School of Engineering (College of Engineering and Physical Sciences) and is part of a wider, dynamic and exciting professional services team. The School, which is the largest in the College, is a multi-department School comprising the disciplines of Civil Engineering, Mechanical Engineering, and Electronic, Electrical and Systems Engineering. 

The National Buried Infrastructure Facility (NBIF) is a new £27.2M facility (https://www.birmingham.ac.uk/nbif). NBIF is a national and international facility enabling large-scale research on topics such as buried infrastructure, soil improvements, soil-structure interaction, tunnelling, sensor development and evaluation, leak detection and geotechnical and structural engineering. Experiments can be conducted in the large-scale pit (25m x 10m x 5m), on the strong floor using steel frames or smaller above ground tanks, in a small centrifuge or using our digital capabilities. NBIF is part of the UK Collaboratorium for Research on Infrastructure and Cities (UKCRIC – www.ukcric.com), which comprises a number of universities working together to deliver joint-up thinking in the area of infrastructure and society by encouraging disparate areas of infrastructure to work collaboratively with each other.

This is a key role to ensure the successful impact of NBIF’s research outputs. The post holder will provide support for the Director of NBIF and other staff with the administration of projects, the running of the facility with operational tasks and support in the management of multiple projects through the provision of significant and high-level project management support as directed by the Director of NBIF.

Working closely with academics in NBIF, the Project Officer will support the day-to-day activities and administration at the start of projects as they move into set-up and delivery. This role will involve duties liaising with key internal stakeholders such as HR, the Research Strategy and Services Division, finance and the buying team. It further involves reviewing financial expenditure and the communication of information, guidance and regulations to project participants. The post holder will also contribute to the planning of events and meetings and assist the Director of NBIF in the successful delivery of these activities. The post holder will liaise widely with NBIF, School and College-level colleagues and external stakeholders.

Main Duties

Project Officers will support smaller projects in their entirety or manage elements of larger projects or assist in the management of one or more larger projects through the provision of well-developed and timely project management support. You will be expected to work proactively, and use your initiative and planning skills to set your own priorities to ensure progress is maintained as expected, identifying issues and proposing solutions.

• To support the NBIF’s lead academics liaising with HR, the Research Strategy and Services Division, Finance, Procurement, Estates and Legal to support the running of the facility. 
• Support with the running of small projects, especially industry facing, which includes the tendering process, initiating invoices, liaising with the industrial lead and providing financial reporting.
• Project support may include some or all of the following:
  • Carrying out project planning activities
  • Identifying milestones which will need to be adhered to
  • Data collection and analysis
  • Milestone tracking/key performance indicator tracking
  • Developing and proposing solutions for any issues
  • Recommending improvements to project management 
  • Preparing progress reports for project boards or other meetings 
  • Assisting in budgetary monitoring and management, including reporting 
  • Assist with stakeholder management, develop and maintain regular contact with internal and external stakeholders to understand requirements
  • Assess and escalate issues and risks as appropriate
  • Support with a wide range of project operational duties to include project recruitment and procurement
  • Any other project related requirements as deemed necessary by the Director of NBIF for successful project delivery, this could include possible travel in line with project deliverables.
• Monitor budgets and accounts, tracking of spend against NBIF accounts and ensuring spend within the funding envelope taking an overarching view.
• Provide administrative support for the NBIF advisory boards which includes liaising with the Chairs of the boards, issuing invites and agendas and compiling minutes after the meetings.
• Support will include preparing progress reports for project boards (where they are held), project planning, and delivering on sub-projects/small projects, which will be defined on a continuing basis.
• Draw up project plans, including key performance indicators, identifying milestones as appropriate.
• Support the Facility Manager with Construction and Design Management (CDM) documentation, engaging with estates and the Health and Safety Executive (HSE).
• Keeping a log of maintenance contracts and scheduling maintenance for NBIF equipment and fleet ensuring the facility can function. 
• Contribute to developing communication plans, presentations, and promoting the projects and outcomes of projects/workstreams; maintaining NBIF’s website.
• Facilitate industry engagement activities including industry meetings and workshops; maintaining an NBIF visitor log, monitoring visitor availability for NBIF ensuring the academic team is available for tours.
• Provide support to the Director of NBIF.
• Develop and identify suitable processes for project management and delivery including sharing information across the wider team, timeline updates and resource management in conjunction with the wider NBIF team.
• Work closely with the University/College finance team, procurement, and college finance and HR;
• Support Facility Manager with engagement with Estates re repairs to NBIF or other changes required to the fabric of the facility.
• Support Facility Manager and the Director of NBIF with engagement with NBIF’s contractor re ongoing maintenance aspects.
• Lead on the NBIF annual report together with Director of NBIF, working closely with University’s media team.
• Assist the NBIF Director in ensuring the accurate allocation of NBIF studentships and stipends, in close collaboration with the School and College PGR teams.
• Work with the wider School of Engineering Project Officer Team and the Research Administration Manager to support the delivery of the School research strategy.
• Maintain an up to date knowledge of project management methodologies and work with the wider Project Officer community (School and College) to develop best practice for post-award support.
• Determine short term priorities for work, and how to maximise quality, efficiency and continuity.
• Assist in the evaluation and review of projects.
• Support the University’s sustainability agenda through resource efficient working. 
• Promote equality and value diversity acting as a role model and fostering an inclusive working culture.

Required Knowledge, Skills, Qualifications, Experience

• Educated to Degree level (or equivalent), and or significant practical relevant experience and expertise in a similar role. 
• Demonstratable experience of budget preparation, together with tracking and monitoring of budgets.
• Experience of managing complex information and queries within project delivery.
• Highly proficient IT skills, including the wider MS Office suite of programmes. 
• Evidence of literacy and numeracy, with the ability to write clearly, and to analyse information and data.
• Ability to understand policy, processes and procedures recommending improvements and implement changes if and when required.
• Excellent analytical skills used to produce reports, identify and resolve issues decisively.
• Excellent interpersonal skills, with the ability to inspire confidence and with clear and effective direction with a range of colleagues and provide excellent customer service. 
• Ability to work autonomously and as part of an effective and high performing team. 
• A high degree of professionalism, diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues. 
• Ability to use initiative, personal judgement, resourcefulness, flexibility, with a self-motivating approach. 
• Ability to work effectively in a large, complex organisation, and to develop an understanding of the University and the higher education sector.
• Knowledge of the protected characteristics of the Equality Act 2010, ensuring that those with protected characteristics are treated equally and fairly.

Desirable

• Experience working in an operational role or an administrative role supporting wide-scale research in an academic setting.
• Experience of using project management tools is desirable.