JOB PURPOSE:
The purpose of the role is twofold:
1) To assist the Head of Games Strategy & Planning to provide world class project and programme management support to ParalympicsGB and all BPA departments as they work towards both the Summer and Winter Games. Specifically to co-ordinate, maintain and develop the organisation-wide programme plan. The BPA’s programme plan provides full visibility of key dates and projects taking place across the organisation, including domestic and international events, as well as the Summer and Winter Paralympic Games.
2) To provide administrative and operational support for BPA and Games-specific projects.

KEY RESPONSIBILITIES IN DETAIL:
1. To support the development and maintenance of all programme management tools:
• Co-ordinate, maintain and develop the organisation-wide programme plan.
– Develop and co-ordinate the BPA’s programme plan to cover the Winter and Summer Games 4-year cycle detailing all high level activities involved.
– Support all areas of the organisation with the development and maintenance of their respective plans and ensure appropriate education and engagement across all staff members.
– Implement appropriate governance of the programme plans e.g. hold regular review meetings with the respective teams to ensure all plans are representative and up to date.
– Update the organisation-wide and Games planning roadmap.
• Maintain the BPA Risk Register and Issue tracker.
– Ensure the risk register and issue tracker is up-to-date and accurate.
– Analyse the programme plan and risk and issue tracker, to prepare monthly reports to the Executive team, Board and Games Planning Group, in the form of high level summaries to show progress made. This role will not be required to manage any specific risks, but instead keep our risk management tools up to date.
• Project Management
– Ensure the organisation has appropriate and detailed cross-functional project plans in place for Games and core business activity, for example external events, kitting out, homecoming events.
– Support departments with their planning and monitoring through the use of appropriate project management tools e.g. project briefing documents, monitoring of ongoing projects, budget tracking, project evaluations. This role will not be required to manage any specific rprojects, but instead keep our project management tools up to date.
2. Support with coordination of communications to key stakeholders:
• To support with regular corporate communications to National Paralympic Committee (NPC) membership and to coordinate communication to and from key stakeholders such as British Olympic Associaion (BOA), English Institue of Sport (EIS) etc.
• Coordination of travel and attendance (including collating and submitting accreditation information) at IPC and European Paralympic Committee (EPC) General Assemblies for the BPA Chair, Chief Executive and Director of Communications.
• Support with drafting of letters of congratulations regarding Honours (twice a year).
• Support Director of Communications with letters to Government Ministers and policy makers
3. To provide administrative support for BPA governance committees and key meetings:
• Meeting invitation coordination; meeting room bookings; agenda preparation; co-ordination and circulation of accompanying papers and minute-taking for committees and organisation-wide meetings.
• Meetings and committees include, but are not exclusive to:
– Social Impact Committee
– International Relations Committee
– Board COVID Risk Mitigation Pane
4. Provide administrative and operational support with Games planning as required:
• President & Secretary General Games-time Programme:
– Track, co-ordinate and submit the IPC hospitality passes order
– Collate and co-ordinate accurate guest information for accreditation, kit and accommodation into a spreadsheet (e.g. personal details, passport information, travel dates, sizing data)
– Prepare information for guests about the Games e.g. itineraries, competition and events schedules.
– Support with preparation of briefings for guests e.g. information about what to expect from the Games.
• Prepare presentation materials.
• Support with the coordination of key Games time documentation e.g. ParalympicsGB’s Games Operations Handbook, contingency plans, Incident Management Plan.
• Support the Head of Games Planning and Strategy with key Games specific projects as required
• Provide ad hoc Games related planning and administrative support e.g. procurement, kitting out.

QUALIFICATIONS
Educated to degree level or similar relevant administration qualification desirable, although not essential if the person has strong relevant experience in the Essential section below
ROLE REQUIREMENTS
Due to its potential engagement with the ParalympicsGB teams during the Games cycle, an assessment process may be undertaken to determine whether or not the post-holder requires a DBS Disclosure and Barring Service (DBS) List check.

KNOWLEDGE AND SKILLS AND EXPERIENCE
Essential:
Organisational:
– Strong organisation skills including the ability to multitask and prioritise workloads effectively to ensure deadlines are met.
– Remaining focussed and able to complete work to a high standard when balancing a busy workload.
– Meticulous attention to detail.
Project Management:
– Knowledge and experience in project management, with the ability to develop, track and delivering project plans
– Ability to work to an advanced level in a variety of Microsoft applications specifically Word, Excel (e.g. formulas, charts etc.) and PowerPoint.
– Experience in planning and setting up complex spreadsheets or other project management tools to manage large amounts of data.

Communication:
– Well developed communication skills (written and verbal).
– Ability to adapt communication method and style depending on the end user/stakeholder.
Data management:
– Confident working with large amounts of data (collection, collation, analysis and reporting).
– Efficient data analysis skills with a proven competency in translating into presentable formats as required by the organisation.
– Efficient data analysis skills with a proven competency in translating into presentable formats as required by the organisation.

Administrative support:
– Accomplished minute and/or note taking skills
Desirable:
Programme Management:
– Knowledge and understanding of basic programme management
Risk and Issue Management:
– Proven experience in risk and issue management across a diverse environment
Sporting Environments and events:
– Knowledge and experience of planning and delivering in a fast-paced sporting organisation/environment.
– Experience in co-ordinating events / operations
– A passion for sport

BEHAVIOURAL COMPETENCIES AND QUALITIES
• A proven track record of working independently and taking initiative
• Solution focussed and proactive approach
• Committed, enthusiastic and motivated
• Ability to be flexible and work as part of a team.
• Pride in own work and that of the team.
• Professional and friendly demeanour

How to apply
For details of the person specification download the Job Description and Equal Opportunities Monitoring Form from the British Paralympic Association’s website – http://bit.ly/ProgrammeTeamAssistant Please send a role specific cover letter, completed Equal Opportunities Monitoring Form, CV and indication of current salary to Terry Race, Corporate Services Officer, at jobs@paralympics.org.uk. For an informal discussion about the role please email Jennie Cooper, Head of Games Strategy & Planning at jennie.cooper@paralympics.org.uk The closing date for applications is 5.00pm on Monday 23rd November. Interviews will be virtual and will be held week commencing 30th November. If you have been shortlisted for interview, we will let you know by Friday 27th November. The British Paralympic Association is committed to equal opportunities for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief, marriage and civil partnerships. The BPA is keen to further increase the diversity of its workforce and welcomes applications from all sections of the community. We are a Disability Confident Committed Employer. Prior to completing and submitting an application, please refer to our privacy notices on our website.