PMO Project Support

Education Authority - Northern Ireland; Belfast; On-site; GBP 40,000 - 60,000; Full time

Job summary

An educational organization in Northern Ireland seeks a PMO Analyst/Project Officer to provide comprehensive project management support. The successful candidate will assist in developing project documentation, support project managers, and ensure effective communication across teams. This role requires strong organizational skills, the ability to manage multiple tasks, and a commitment to high-quality service delivery. Additional responsibilities include managing information records and collating reports, with opportunities for collaboration and innovation in ICT projects.

Qualifications

• Experience in project management methodologies.
• Strong organizational and communication skills.
• Ability to manage multiple tasks under tight deadlines.

Responsibilities

• Support project managers with budgets, risks, and issues.
• Develop project documentation and schedules.
• Provide a high-quality confidential support service.

Skills

ABAP

Inspection

Administration Support

Airlines

Clinical

Architecture

Job description

Job Description

Job Purpose

The post-holder will report directly to the PMO Lead and will be required to work effectively with senior staff across the ICT Service. The post-holder will assist with the establishment and maturity of the PMO through the implementation of a standardised governance process and ensure project controls are in place throughout the project-cycle of all initiatives within the ICT Programme of work. He / she will contribute to the effective functioning of ICT Projects by providing programme support and guidance in the areas of PMO Analyst Project support and supporting the service across a full range of duties ensuring the efficient organisation of the service and the provision of high quality confidential comprehensive administrative and project based work.

Responsibilities

PMO Analyst

• Support project managers in ensuring that budgets, risks, issues and changes are managed effectively.
• Managing and supporting the Project and Portfolio Management (PPM) Solution.
• Assisting Project Managers in the use of our tools, methods and processes.
• Ensuring projects are compliant with the agreed Project Management Framework and have appropriate governance in place that supports successful delivery.
• Working directly with our internal stakeholders and external suppliers to ensure effective project delivery.
• Providing projects teams with templates and best practice guidance when required and acting as a central lessons learned body.

Project Officer

• Assist the delivery of work programmes to meet the needs of designated business areas.
• Assisting the ICT Projects team with the development of project documentation including requirements specification, procurement documentation, and project delivery schedules and reports.
• Management of specific stages within the project as and when required.
• Organisation of provision of support for end users and ensuring projects are communicated to and transitioned to BAU in an effective manner.
• Identification of project risks and issues and collating reports to Senior Management.
• Creation of Project schedules and project documentation required throughout the project life-cycle.
• Finance & Project Support including raising of Project orders.
• Creation and collation of projects reports on behalf of the Project Manager.

General Duties

• Provide a high quality confidential support service to the PMO Lead ensuring his / her time is managed and utilised in the most effective manner.
• Provide support, advice and coaching to Project Managers in the use of ICT project tools, methods and processes.
• Organising meetings including collating papers, briefing delegates and taking minutes.
• Be responsible for the development, management, implementation and maintenance of comprehensive administrative support within their area of responsibility.
• Handle general correspondence and enquiries, undertaking requisitions and diary management.
• Develop and maintain filing and electronic information systems.
• liaise with and support the needs of the PMO Lead and Project Managers as and when they arise.
• Respond to requests for information relating to ICT PMO and Project Management Frameworks and when necessary.
• Use own initiative to respond positively to issues which arise.
• Monitor ICT Project Budgets and approve expenditure within delegated limits.
• Collate and prepare related reports and stats for PMO Lead meetings.
• Support and assist in the delivery of a high quality and comprehensive Service to the PMO Lead and Project Managers.
• Undertake other reasonable duties appropriate to the grade.

Service Development

• Provide project support to the Project Managers in the delivery of their respective technical projects or programme.
• Support the Senior Management team to ensure consistency of policies and procedures across the service.
• Manage coordinate and support consultation exercises, including the preparation of presentation material, records management, arranging suitable venues, preparing programmes, papers and assisting with or drafting respective reports as appropriate.
• Provide administrative support for the collection, analysis and presentation of information.
• Research and source data to support the Service in the development of strategic approaches and delivery interventions.
• Support coordination of the review and update of business planning activity and to track performance delivery.
• Provide contract monitoring and contact management support to the PMO Lead.
• Ensure software licensing is up to date for Project related software and maintain a register for all software procurements approved by the ICT Programme Board.

Innovation

• Co‑ordinate and support key pieces of ICT Project best practice work and projects as required.
• Draft newsletters and promotional / information materials and articles as required.

Collaborative Working

• Support the organisation of a range of conferences, training courses, workshops, seminars and events for the ICT Projects Service as required.
• Organise and make all relevant preparations for meetings relating to the work of ICT Projects.
• Attend meetings such as good practice events or other external events on behalf of the PMO Lead as and when necessary.
• Liaise with internal and external stakeholders on behalf of ICT Projects as required.

Communication and Information Management

• Maintain and manage information records, papers and extract and provide regular reports from information systems for the ICT Project Service.
• Attend and take minutes of meetings convened by the ICT Project services as required.
• Manage and keep updating the PMO Teams site allocated functions and other associated communications and digital platforms.

People Management & Development

• Line manage support and be responsible for the development of staff within their area of responsibility, providing support within the areas of staff welfare, wellbeing and resourcing.
• Promote the corporate vision, values and culture of EA as a single regional organisation in all processes linked to maintenance, development and implementation of assignments within their areas of responsibility.
• Ensure that employees within the Application Support team are provided with clear structure, strategies, policies and processes for their service.
• Foster a culture that supports the achievement of the Authority's Strategic Plan by role‑modeling core values and leadership behaviours to staff.
• Supervise up to 1–5 members of staff organised in groups or teams as necessary.
• Deliver awareness and governance overview sessions to ICT Projects Team as required.

Health & Safety Duties and Responsibilities

• Understand the Health & Safety responsibilities of managers and employees within EA.
• Ensure employees fulfil their responsibilities as outlined in the EA policies and programmes – Fire drills, risk assessments, accident reporting etc.
• Implement personnel management policies to ensure that everyone in the team is aware of his / her responsibilities.
• Foster a workplace safety culture in which employees and their managers work together to ensure workplace safety.

Note – Some travel across EANI sites will be required in order to attend meetings and fulfil the full range of duties and responsibilities.

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

In accordance with Section 75 of the Northern Ireland Act (1998) the post-holder is expected to promote good relations, equality of opportunity and pay, due regard for equality legislation at all times.

Key Skills

• ABAP
• Inspection
• Administration Support
• Airlines
• Clinical
• Architecture

Employment Type: Contract

Experience: years

Vacancy: 1