Programme Office Manager Job family Project Management Grade TBC

Transcription

1 Job title Programme Office Manager Job family Project Management Grade TBC Job purpose To manage the provision of programme office management services to the HR change projects and programmes in order to facilitate the successful design, set-up, delivery and closure in line with good practices and BBC ways of working. Key responsibilities and accountabilities Governance & Organisation Work with the Senior HRBP Change & Projects (Programme Manager) to define, document, agree and implement project/programme organisation and governance. Identify and implement adequate assurance processes for projects across the HR Change Agenda. Monitor financial approvals and ensure adherence to corporate policies. Ensure lessons learnt from previous projects/programmes are understood and applied, and that new lessons are shared. Administer governance forums such as Project/Programme Boards and Steering Groups. Assist in the process of identifying, defining and reviewing benefits, developing and tracking benefits realisation plans, and handover to operational business owners. Planning and Controls Taking individual workstream project plans, prepare and maintain an overall programme plan, identifying major milestones, critical dependencies, risks, and maintain a high-level timeline. Complete financial analysis on behalf of project teams and provide support in managing project budgets, forecasts, and benefits. Maintain risk, issue, decision, and dependency registers, escalating risks and issues as appropriate. Set up and manage the change control process, register, and administration of change requests; and support the Programme Manager, solution owner and Project Managers with managing changes. Administer core project/programme document approvals and deliverable approvals. Support the programme/project manager to define project/programme scope (in consultation with cross-functional teams of senior managers). Identify and administer risks, issues, dependencies, milestones and interrelationships. Ensure all work is carried out in accordance with a safe system of work and that the requirements of both statutory and BBC safety regulations are fully met. Reporting and Communication Document and confirm project estimates, budget and cost management processes. Own the overall reporting process and ensure timely, accurate and tailored reporting Page 1 of 5

2 to relevant audiences of progress - including benefits, schedule and financial status. May include monthly BBC PMO progress reports. As required produce high quality management information for various senior stakeholders. Plan, co-ordinate, prepare, document, and track the actions of Steering Group and Programme Board meetings. Monitor and manage programme/project representation to, and alignment with, other BBC projects. Support and Administration Document and disseminate relevant guidance and templates to comply with governance and controls and which may relate to risk management, planning, governance. Provide practical support to projects and/or workstreams. Ensure effective document control and management processes are in place. Ensure consistency in programme/project management approach across the programme/project. Co-ordinate the recruitment and induction of new team members and ensure appropriate on-boarding and off-boarding arrangements are adhered to. Support recruitment and procurement, working with colleagues in the BBC PMO, HR and Procurement as required. May take responsibility for all programme procurement and supplier contracts, working in close liaison with BBC Procurement. Support and facilitate project/programme assurance activities, working with Internal Audit and/or the BBC PMO as required. Lead on the identification, implementation and use of digital tools (e.g. Trello, Box, BBC Project Register) for workflow and tracking activities, risks, issues and decisions etc. Knowledge, skills, training and experience Essential A recognised project or programme management qualification or demonstrable career development activities. Managed a PMO in support of a minimum of 6 projects with a duration of +6 months and with a combined budget of over 1m Proven expert at planning, monitoring and reporting, as well as detecting and resolving problems. Good understanding of, and approach to, benefits management from strategy to realisation (for Desirable Experience working within Agile and based delivery programmes/projects. Strong managerial and leadership skills. Knowledge of the BBC and/or Media sector and broad understanding of project delivery in a broadcast and online environment. Page 2 of 5

3 Programme Management Office). Strong understanding and experience of project and programme management good practice and familiar with project and programme management terminology, tools and techniques. Ability to prioritise and plan - balancing priorities and deadlines. Ability to work autonomously and as part of a team to make things happen turning ideas and strategy into tangible realities and outcomes. Attention to detail; self-starting and strong focus on completing/finishing. Experience of identifying opportunities and constraints, and resolving issues related to project / programme resource utilisation and sequencing of workstreams and projects. Able to develop clear and high quality communications to staff and support projects to develop engagement plans. Strong understanding of project / programme financial controls and analysis including budgeting and forecasting Understanding of data gathering and business analysis (for example, structuring business data in a meaningful way). Ability to deal with a high degree of complexity, ambiguity and change in business focus. Excellent communication (verbal, written, listening) skills. Strong interpersonal skills and a proven ability to develop, maintain and enhance relationships with a variety of internal and external contacts. An appreciation of changing technology and working practices across the broadcasting industry and an understanding of the BBC s Page 3 of 5

4 strategic aims and ambitions. Knowledge of the BBC s aims strategy, objectives, relevant policies and procedures (desirable). Strong Microsoft Office skills (Including MS Project) and experience in manipulating data to make it meaningful for different audiences. Job impact Decision making Takes delegated authority from the Senior HRBP Change & Projects (Programme Manager) for planning (e.g. accuracy of forecasts); controls (including risk, issue, dependency, assumption and change management); reporting and follow-up of agreed actions from programme steering groups and boards. Is responsible for the accuracy of the reports upon which decisions are based. Scope The PMO Manager reports to the programme or senior project manager as assigned and may be supported by a Programme Co-ordinator. Other information For Reward team use only Job Code Definition: Content / Content Support / Support This job description is a written statement of the essential characteristics of the job, with its principal accountabilities, incorporating a note of the skills, knowledge and experience required for a satisfactory level of performance. This is not intended to be a complete, detailed account of all aspects of the duties involved. Page 4 of 5

5 Appendix There may be sub-sets of the generic job described above which require additional technical skills. This appendix to the generic job description can be developed to cover such situations. Division Reports to (title) Location base Organisation structure All Senior HRBP Change & Projects Birmingham This roles reports to the HRD Operations & Change in the HR division Senior HRBP Change & Projects (Programme Manager) Project Manager - HR Change (planner) Project Co-ordinator PMO Manager Additional job specific responsibilities and accountabilities Approval Manager HR Business Partner Name and job title Name Date Page 5 of 5