Portfolio Support Officer

Grade:

HEO

Reference:

110770

Locations:

Reading, York, Bristol, Warrington

Salary:

£29,179 - £32,160

Closing date:

22nd April 2021

About GIO Portfolio Management Office

The Portfolio Management Office (PMO) is responsible for overseeing the planning and monitoring of the Group Infrastructure and Operations (GIO) Delivery Portfolio. The PMO works in partnership with the DDTS Portfolio Management Office to develop, establish and maintain project management standards and procedures.

We are currently recruiting for a Portfolio Support Officer, responsible for providing insight, information and support which strengthens governance and enables the smooth running of the Portfolio Management Office.

Job description

You will be joining a diverse, fun and Nationally dispersed team that aspires to be proactive, professional and positive in our work.

Ideally, you will be based in one of our Digital, Data and Technology Services {DDTS} Hubs; York, Warrington, Reading, Bristol, but other locations may be considered for the right candidate.

Main activities

• Carry out PMO Induction Training for new Project Managers and Project Support Officers.

• Manage the PMO timetable of meetings ensuring any key stakeholders/guests are fully engaged and prepared for agenda items.

• Provide secretariat support to Governance Boards to include setting agendas, effective meeting management, drafting of minutes, ensuring all actions are documented and followed up as appropriate.

• Ensure all outcomes and decisions from Governance Boards that impact the delivery portfolio are communicated promptly.

• Tracking and reporting of programme/project progress and performance. This is includes the development of data and dashboards.

• Support the administration of the Change Management Process an ensure compliance with the Document Management Policy

• Support the identification, monitoring and reporting of Portfolio risks & issues.

• Carry out spot checks to evidence adherence to record management processes and where issues are uncovered, work with colleagues to make improvements.

• Provide support at the request of Portfolio Management Office Lead to gather information for internal/external audits.

Responsibilities

• Ensure accuracy of management information and take ownership of own task management.

• Champion a culture of collaboration across GIO and the wider DDTS teams.

• Contribute to continuous improvement initiatives designed to make the PMO a strategic high value function to the business.

• Engage with wider Digital, Data and Technology Portfolio Management Office to ensure we are aligned with central processes and policy where required.

Skills and Experience

To be successful in this post it is anticipated you will have the following skills and experience:

• Proficient in using MS office tools (Excel, Word and PowerPoint). Familiarity with MS Projects and SharePoint.

• Excellent stakeholder management with the ability to adjust to the political and business context of a government department.

• Demonstrable relationship building with strong verbal and written communication skills.

• Highly organised and can prioritise tasks efficiently, managing time, activities and resources.

• Making effective decisions by concluding a pragmatic solution from all the relevant information available.

• Performing effectively to deadlines, maintaining focus in challenging situations and adapting to find solutions that meet the needs of stakeholders.

• Political awareness of the context and environment a government department operates in.

• Worked in a programme or portfolio management office with experience of governance, change management and risk or has experience of managing a project, programme or strand of activity.

• Experience of using portfolio management as a tool for managing organisational change.

• Comfortable with dealing with ambiguity and being responsible for making decisions and judgements, when all the information isn’t known.

• Record management on systems such as SharePoint.