IT Project Coordinator/Analyst

Job Summary

Robert Gordon University (RGU) – Aberdeen’s university of choice for thousands of staff and students - has a stunningly beautiful campus and a well-established reputation as an innovative, friendly and thoroughly modern university.

Due to an increasing dependency on IT technologies and services including support for remote working, any device access, and a growing portfolio of new cloud-based initiatives, we are seeking a problem solving and analytical IT Project Coordinator/Analyst professional to work across all aspects of the IT projects portfolio. 

You will work to defined goals and objectives, within a project, under general guidance and minimum supervision providing support to all project team members and programme and project managers.

You will have a working knowledge of project management methodologies and tools (i.e. PRINCE 2 and SCRUM) with demonstrable project coordination experience including task management and progress reporting, and business analysis experience in an IT environment, with an emphasis on the specification, testing, implementation and support of information systems.

You will have time management, planning and organisational skills, excellent attention to detail and customer facing skills, with proven expertise in building engagement with a wide range of organisational stakeholders, and the ability to tailor messages for different audiences.

RGU's ultra-modern campus, located on the outskirts of the vibrant and prosperous city of Aberdeen, offers a superb place to live, work and develop your career. A relocation package is available to assist with your transition to RGU, where you’ll enjoy working in one of the most impressive university settings in the UK, with first-class educational infrastructure and outstanding sporting and leisure facilities, all set against a stunning rural backdrop on the banks of the river Dee. More information can be found in our Relocation Policy

In keeping with RGU's commitment to work/life balance you will have the opportunity to work from home for a portion of the working week and also benefit from a generous pension scheme, 46 days annual leave (including statutory days) an onsite nursery and sports centre, as well as a range of voluntary health and travel benefits. 

To apply please submit your CV, along with a cover letter detailing your suitability for the role against the requirements set out in the person specification.

Job Description

RESPONSIBLE TO:   Senior Project Manager

RESPONSIBLE FOR:  No supervisory responsibility

PURPOSE OF POST:

To conduct IT project support and analysis activities, to specify business and IT requirements, to actively participate in the planning, development, testing, implementation and handover to ‘Business as Usual’ of IT systems.

PRINCIPAL DUTIES:

Capture the necessary information and document feasibility reports, options appraisals, business cases, detailed requirements specifications and tender documents ensuring that these are clearly understood by stakeholders and end users and also by technical staff (internal and external) involved in the delivery of a solution often in conjunction with external suppliers.

Understand business objectives and current processes and prepare recommendations for revised processes and IT systems to achieve cost savings and improvements in efficiency and effectiveness.

To carry out project support activities under the guidance of the project manager, which could include management of tasks within a project workstream and reporting on progress.

To carry out data analysis activities for the purpose of data cleansing, data migration between systems or to enable the definition and build of data interfaces between systems.

To plan, document and manage the testing process and co-ordinate the user acceptance testing of delivered solutions using available testing support tools.

To support the rollout of IT solutions within projects to the user community, giving presentations, coaching and training where required thus ensuring that the solutions deliver their intended objectives.

To coordinate and complete the analysis and requirements gathering for small requests received within IT Services and to work to see these to completion where required.

All duties to be carried out within the framework of formal IT projects subject to the University’s project management disciplines and methodology.

To ensure all work is carried out in accordance with current IT   security policies, GDPR and other quality standards.

To report to a Project Manager (dotted line) in the context of an allocated workstream or project.

Person Specification

ESSENTIAL REQUIREMENTS

Qualifications and Professional Memberships

First Degree or a demonstrable track record of working in a project coordination/analysis role in an IT Environment.

Knowledge

A full working understanding of business and systems analysis tools and techniques including: interview techniques, workshop skills, listening skills, documentation techniques e.g. flow charts & swim lane diagrams.

A working knowledge of project management methodologies and tools i.e. PRINCE 2 and SCRUM.

An understanding of database management systems.

An understanding of tools and techniques for system development and support.

Familiar with desktop operating systems, desktop applications and able to adapt to new systems.

Experience

Demonstrable project coordination experience including task management and progress reporting

Demonstrable business analysis experience in an IT environment, with an emphasis on the specification, testing, implementation and support of information systems.

Experience in working directly with stakeholders and end users to gather and document business cases, options appraisals, business requirements, tender documents and business acceptance criteria.

Experience of process mapping, gap analysis and business process re-engineering.

Experience of data analysis and data modelling using appropriate tools.

Experience of data cleansing during system development.

Experience of the preparation of Test plans, scripts and scenarios, bug collection and monitoring, and test status reporting to ensure requirements are carried through to delivery.

Experience of the preparation of communication plans and outputs used in projects for communications activities

Experience of the preparation of handover documents and operational procedures.

Experience of working with business users, stakeholders and technical developers (internal and external) including system engineers, applications developers, DBA’s, Help Desk analysts and operational staff.

Experience of working with external suppliers supporting project delivery.

DESIRABLE REQUIREMENTS

Qualifications and Professional Memberships

Professional Business Analysis qualifications e.g. Diploma in Business Analysis.

Knowledge

Experience of Microsoft 365 implementations and projects such as Sharepoint Online and Microsoft Teams.

Working knowledge of Agile tools & techniques 

Working knowledge of testing tools.

Experience of end user reporting tools.

Experience

Participation in presentations, user groups and other public aspects of system design and implementation

Working knowledge of test tools.

Behaviours

Behaviour 1: Communication - Ability to receive, understand and convey information requiring careful explanation and information of a complex or conceptual nature, in a clear and accurate manner.

Behaviour 2: Initiative and Problem Solving - Experience of resolving new problems where there is a mass of information or diverse, partial and conflicting data with a range of potential suitable options.

Behaviour 3: Service Delivery - Experience of exploring and adapting a service to meet customers expectations and also identifying ways of improving standards.

Behaviour 4: Decision Making - Experience of using own judgement to make decisions, making collaborative decisions with others to reach conclusions and providing advice or information that will influence the decisions of others