JOB DESCRIPTION. To provide Portfolio, Programme and Project support services as assigned.
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- Phillip Boyd
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1 Job Title: Department: Reports to: Direct Reports: Indirect Reports: Relates to: Portfolio, Programme & Project Support Officer (PSO) Projects Department Head of Projects None Those assigned to your projects Internally: to all Authority Personnel at every level including in particular Portfolio, Programme and Project Managers, Project Teams, Exec Team and the Department Heads. Externally: to subcontractors and partners, the wider Project Management Profession, Government & Industry Networks. Main Purpose of the job: To assist the Portfolio Manager with the successful improvement and integration of Portfolio & Business Planning and portfolio analysis. To assist Programme and Project Managers in the successful delivery of projects, adopting best practice project management standards To assist the PMO Manager with the successful deployment of MS Project Server and support of professional project management standards Responsibilities: General: To participate in, and contribute to, the development of effective and professional Portfolio, Programme and Project Management for increasingly successful projects To provide Portfolio, Programme and Project support services as assigned. To act in accordance with the values, standards and behaviours of The Authority. To be responsible for maintaining own CPD and manage your own performance. To undertake any other work as reasonably requested In Support of Portfolio Management: Portfolio Management logistics, including: o Co-ordination and writing up of reviews o Preparation of dashboard reports Portfolio Analysis, including: o Prioritisation assessments and support o Capacity planning support to teams o Status health-checks o Investment readiness assessments Portfolio Communications, including: o Running of regular standard reports o Creation of bespoke management reports Page: 1
2 In Support of Programme & Project Management: Programme/Project logistics, including: o Co-ordination and writing up of reviews, including progress, stage & lessons reviews o Preparation of status and dashboard reports o Follow-up of actions Programme/Project administration, including: o Maintaining and analysing risk & issue logs o Co-ordinating the programme/project library (within Wisdom) o Maintaining financial trackers, overseeing spend against budget Programme/Project planning, including: o Producing schedules with work owners using MS Project o Progressing and analysing schedules, flagging up issues to owners and PM General support to Programme/Project Manager, including: o Interface/Contractor/Stakeholder management o Change management o Benefits management o Investment Appraisal/Business Case preparation o Providing challenge to Programme/Project Manager In Support of PMOffice: PMO System Administration of MS Project Web App, including: o Making routine user changes o Making configuration changes o Solving user problems and interfacing with third party suppliers PMO Analysis, including: o Status health-checks, flagging up issues to owners o Project performance analysis & reporting o PM Assessment PMO Communication, including: o Running and sharing of regular standard reports o Design, production and sharing of summary & dashboard reports General support to PMO Manager, including: o Maintaining projects department finance tracking o Maintaining PMO Intranet pages o Facilitating workshops o Training PWA users Page:
3 Competencies: Competency Setting Direction: Seeing the big picture - has an in-depth understanding and knowledge of how the role fits with and supports The Coal Authority s business priorities Changing and improving is responsive, innovative and seek out opportunities for continuous improvement Making effective decisions is objective; uses sound judgement, evidence and knowledge to provide accurate, expert and professional advice in a timely manner Engaging People: Leading and communicating - leads from the front and communicates with clarity, conviction and enthusiasm Collaborating and partnering - creates and maintains positive, professional and trusting working relationships with a wide range of people, within and outside The Coal Authority, to achieve results Building capability for all - has a strong focus on continuous learning for self, others and the organisation Delivering Results: Achieving commercial outcomes - has a commercial, financial and sustainable mindset to ensure all products and services deliver added value and stimulate growth Delivering value for money - achieves a good mix of quality and effectiveness for minimal cost and to improve return on investment Managing a quality service - plans, organises and manages their time and activities to deliver a high-quality customer experience Delivering at pace - delivers timely performance, with energy, and taking responsibility and accountability for high-quality outcomes Level Page:
4 Person Specification: Job Title: Portfolio, Programme and Project Support Officer (PS0) Section/Department: Projects Department Professional Competency Level Qualifications and Training Experience and Knowledge Essential APM Level D Projects Management Associate Educated to Degree level or with equivalent experience MS Project Professional MS Office Desire to continue to learn & develop professionally Can demonstrate previous Project Support experience Experience supporting project and programme managers on medium projects. Knowledge of the operation of PMO/PSOs etc Desirable APM/PMI Associate Membership APMP/PMP/ISEB PM Certificate or equivalent PRINCE Foundation or equivalent Lifecycle process MSP Foundation PO Foundation MoP Foundation Experience supporting project and programme managers on large projects. Experience supporting portfolio managers. Knowledge of OGC best practice models MoR, MoV, MoP, MSP, PO, Gateway Review Process, and maturity model PM. Knowledge of the Coal Authority Page: 4
5 Abilities and Skills Other JOB DESCRIPTION Able to engage and communicate effectively with project and non-project people at every level. Able to get Project, Programme and Portfolio Management principles, tools & techniques. Classic Project Management Competencies to a basic level, including: Critical thinking & problem solving Planning & organisation Decision-making Communication & report writing Influencing & leading Delegation Team work Negotiation Conflict management Adaptability & resilience Stress tolerance Analytical & Reporting Skills Methodical & organised Skilled using MS Office, including MS Project Willing to travel to suppliers, other governmental organisations and attend professional network events in the UK and overseas Able to lead projects/pmos. Able to facilitate and produce project schedules Able to facilitate workshops Skilled using MS Project Web App (PWA) Page: 5
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