PMO Project Support

Education Authority - Northern Ireland; Belfast; On-site; GBP 30,000 - 40,000; Full time

Job summary

An educational organization in Belfast is seeking a PMO Project Support professional. The role involves supporting project managers, managing project documentation, and ensuring compliance with PMO governance processes. Candidates should have a BTEC HNC qualification and experience in a Project Management Office. Strong skills in MS Office, collaboration, and decision-making are required. This position offers an opportunity to contribute significantly to ICT projects within the educational sector.

Qualifications

• Minimum of two years experience within a Project Management Office, or five years of relevant experience.
• Access to a suitable vehicle or alternative transport.
• Demonstrable knowledge of Waterfall and Agile methodologies.

Responsibilities

• Support project managers in budget management and reporting.
• Assist in the creation of project documentation and schedules.
• Manage project risks and collate reports for senior management.

Skills

MS Office proficiency

Project Methodologies knowledge

Strong collaboration skills

Effective decision-making

Written communication skills

Education

BTEC HNC level qualification

Tools

Microsoft Project

Job description

1. You must clearly demonstrate on your application form under each question how and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted.

2. You must demonstrate how you meet the criteria by the closing date for applications unless the criteria state otherwise.

3. The stage in the process when the criteria will be measured is outlined in the table below.

4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below using the information provided by you on your application form.

5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.

6. In the event of an excessive number of applications the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form how you meet any desirable criteria.

Essential Criteria

• Qualifications/Experience
  Hold a third level qualification BTEC HNC level (UK Qualification and Credit Framework Level 4) relating to Business Administration, Management Information Technology and have a minimum of two years demonstrable experience working within a Project Management Office; OR Have a minimum of five years demonstrable experience working within a Project Management Office. Shortlisting by Application Form
• Experience
  Demonstrable experience of MS Office applications such as Excel Databases Powerpoint Visio used for documenting and reporting.
  Demonstrable experience working with Microsoft Project.
  Demonstrable experience of working to deadlines and multiple tasks simultaneously where you have made an impact within your role.
  Demonstrable experience of the project life cycle, project methodologies and governance processes used to control and monitor technical initiatives.
  Demonstrable experience of building and maintaining successful working relationships with internal and external stakeholders.
  Demonstrable experience in monitoring project financials forecasting and actuals and reporting to senior management.
  Shortlisting by Application Form
• Other
  The successful candidate will be required to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion; OR be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion. Shortlisting by Application Form

Additional Essential Criteria (Interview/Selection Stage)

• Knowledge
  Knowledge of Project Methodologies both Waterfall and Agile and commonly utilised PMO governance processes. Interview
• Skills/Abilities
  Strong collaborative skills to build genuine and productive relationships with internal & external stakeholders.
  A customer focused passion for creating solutions with a positive attitude to implementing improvements/change.
  Proven effective decision‑making and problem‑solving skills.
  Excellent oral and written communication skills.
  Ability to successfully manage multi‑priorities in a fast‑paced and changing environment. Interview
• Values Orientation
  Evidence of how your experience and approach to work reflect EA's ethos and values. You will find information about our values here. Interview

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as regulated activity.

In the event that you are recommended for appointment to a post that involves regulated activity the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. PLEASE NOTE THAT YOU WILL BE EXPECTED TO MEET THE COST OF AN ENHANCED DISCLOSURE CERTIFICATE. DETAILS OF HOW TO MAKE PAYMENT WILL BE SENT TO YOU AT THE PRE-EMPLOYMENT STAGE.

Further information can be accessed at NI Director the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes please click here.

To learn about the many great benefits of joining the Education Authority click here.

The Education Authority is an Equal Opportunities Employer.

Job Description

Responsible to: PMO Lead

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. The post-holder 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.

PMO Analyst

• Support project managers in ensuring 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 agreed Project Management Framework and have appropriate governance in place that supports successful delivery.
• Working directly with internal stakeholders and external suppliers to ensure effective project delivery.
• Provide project teams with templates and best practice guidance when required and act as central lessons learned body.

Project Officer

• Assist the delivery of work programmes to meet needs of designated business areas.
• Assist the ICT Projects team with the development of project documentation including required specifications, 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.

Main Duties and Responsibilities

General Duties

• To provide a high quality confidential support service to the PMO Lead ensuring that 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, ensuring that Project matters are effectively and consistently dealt with.
• Organising meetings including collating papers, briefing delegates and taking minutes.
• To be responsible for the development, management, implementation and maintenance of comprehensive administrative support within their area of responsibility.
• To provide administrative support involving the handling of general correspondence and enquiries, undertaking requisitions and diary management.
• To develop and maintain filing and electronic information systems.
• To liaise with and support the needs of the PMO Lead and Project Managers as and when they arise.
• To respond to requests for information relating to ICT PMO and Project Management Frameworks and when necessary.
• To use own initiative to respond positively to issues which arise.
• Monitor ICT Project Budgets and approve expenditure within delegated limits.
• Collation, preparation of related reports and stats for PMO Lead meetings to assist in the collation and preparation of reports and stats.
• Support and assist in the delivery of a high quality and comprehensive Service to the PMO Lead and Project Managers and will be responsible for the day to day management within their area of responsibility.
• To undertake other reasonable duties appropriate to the grade.

Service Development

• To provide project support to the Project Managers in the delivery of their respective technical projects or programme.
• To support the Senior Management team to ensure consistency of policies and procedures across the service.
• To manage coordinate and support consultation exercises including the preparation of presentational material, records management, arranging suitable venues, preparing programmes, papers and assisting with or drafting respective reports as appropriate.
• To provide administrative support for the collection, analysis and presentation of information.
• To research and source data to support the Service in the development of strategic approaches and delivery interventions.
• To support coordination of the review and update of business planning activity and to track performance delivery.
• To 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

• To coordinate and support key pieces of ICT Project g best practice work and projects as required.
• To draft newsletters and promotional/information materials and articles as required.

Collaborative Working

• To support the organisation of a range of conferences, training courses, workshops, seminars and events for the ICT Projects Service as required.
• To organise and make all relevant preparations for meetings relating to the work of ICT Projects.
• To 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 to extract and provide regular reports from information systems for the ICT Project Service.
• To attend and take minutes of meetings convened by the ICT Project services as required.
• To manage and keep updating the PMO Teams site allocated functions and other associated communications and digital platforms.

People Management & Development

• To 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.
• To 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 achievement of the authority’s Strategic Plan by role‑modeling core values and leadership behaviours to staff.
• Have supervisory responsibilities for up to 1‑5 members of staff organised in groups or teams as necessary.
• To deliver awareness and governance overview sessions to ICT Projects Team as required.

Health & Safety duties and responsibilities

• Understand the Health & Safety responsibilities of Managers & Employees within EA.
• Ensure that 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.
• Forster 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 full range of duties and responsibility.

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.

To view the summary of terms and conditions for this post click here.

Key Skills
ABAP, Inspection, Administration Support, Airlines, Clinical, Architecture

Employment Type: Contract

Experience: years

Vacancy: 1

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PMO Project Support • Belfast, Northern Ireland, UK