JOB DESCRIPTION. To provide Portfolio, Programme and Project support services as assigned.

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File: Job Description - Portfolio Programme and PSO.docx

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Department:

Projects Department

Reports to:

Head of Projects

Direct Reports:

None

Indirect Reports:

Those assigned to your projects

Relates to:

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

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File: Job Description - Portfolio Programme and PSO.docx

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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 P3M3 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

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File: Job Description - Portfolio Programme and PSO.docx

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Competencies:

Competency

Level

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

3 Changing and improving – is responsive, innovative and seek out opportunities for

continuous improvement

3 Making effective decisions – is objective; uses sound judgement, evidence and

knowledge to provide accurate, expert and professional advice in a timely manner

2 Engaging People:

Leading and communicating - leads from the front and communicates with clarity,

conviction and enthusiasm

3 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

3 Building capability for all - has a strong focus on continuous learning for self, others

and the organisation

2 Delivering Results:

Achieving commercial outcomes - has a commercial, financial and sustainable

mind-set to ensure all products and services deliver added value and stimulate growth

2 Delivering value for money - achieves a good mix of quality and effectiveness for

minimal cost and to improve return on investment

3 Managing a quality service - plans, organises and manages their time and activities to

deliver a high-quality customer experience

2 Delivering at pace - delivers timely performance, with energy, and taking responsibility

and accountability for high-quality outcomes

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File: Job Description - Portfolio Programme and PSO.docx

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Person Specification:

Job Title: Portfolio, Programme and Project Support Officer (P3S0) Section/Department: Projects Department

Essential Desirable

Professional Competency Level APM Level D “Projects Management Associate” Qualifications and Training Educated to Degree level or with equivalent

experience

MS Project Professional MS Office

Desire to continue to learn & develop professionally

APM/PMI Associate Membership

APMP/PMP/ISEB PM Certificate or equivalent

PRINCE2 Foundation or equivalent Lifecycle process

MSP Foundation P3O Foundation MoP Foundation Experience and Knowledge Can demonstrate previous Project Support

experience

Experience supporting project and programme managers on medium projects.

Knowledge of the operation of PMO/PSOs etc

Experience supporting project and programme managers on large projects.

Experience supporting portfolio managers. Knowledge of OGC best practice models MoR, MoV, MoP, MSP, P3O, Gateway Review Process, and maturity model P3M3.

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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

Able to lead projects/PMOs.

Able to facilitate and produce project schedules Able to facilitate workshops

Skilled using MS Project Web App (PWA)

Other Willing to travel to suppliers, other governmental

organisations and attend professional network events in the UK and overseas