Portfolio Office Manager

Greater London Authority (GLA); London; Hybrid; GBP 45,000 - 65,000; Full time

Job summary

The Greater London Authority seeks a leader to manage the Digital Experience Unit Portfolio Office, enhancing digital experience for users. This role involves overseeing project management, delivering strategic aims, managing resources, and collaborating with various teams. Candidates must demonstrate expertise in large-scale portfolio management, project governance, and team leadership. The position offers a competitive salary and is based at the London Fire Brigade’s Head Office.

Benefits

30 days annual leave

Interest-free season ticket loan

Interest-free bicycle loan

Career average pension scheme

Qualifications

• Demonstrable experience of large-scale, high-value portfolio management.
• Evidence of using strategic analytical skills to support project delivery.
• Thorough knowledge of project management and project control techniques.
• Proven experience of establishing governance and reporting systems.
• Excellent report writing skills and ability to present papers at Board level.
• Demonstrable experience of line and performance management of a team.

Responsibilities

• Lead on portfolio management across all Digital Experience Unit programmes.
• Provide line management and oversee the day-to-day work of the Portfolio Office team.
• Manage relationships with internal and external partners.
• Co-ordinate involvement of all relevant parts of the GLA Group in portfolio performance management.
• Lead the Portfolio Office in providing comprehensive portfolio management support.
• Oversee the implementation of the Digital Experience Unit’s Assurance Framework.
• Ensure best practice contract management processes are developed and implemented.
• Ensure the team remains audit ready and manage portfolio audits.
• Oversee elements of team and project administration.
• Prepare and review reports for GLA Governance Groups.
• Manage resources allocated to the job per Authority policies.

Skills

Strategic analytical skills

Project management

Governance and finance management

Report writing

Team management

Relationship management

Job description

Corporate Resources and Business Improvement

The Resources and Business Improvement directorateis led by Dianne Tranmer. It is responsible for:People Function, Facilities Management, Digital Experience Unit and Technology Group, Information Governance, Executive Support Team and leadership of all our shared services across the GLA Group.

Digital Experience Unit

Within the Digital Experience Unit (DEU) we take a joined up, digital-first approach to truly improve operating efficiencies, by transforming and continuously improving the digital experience of both GLA users and Londoners.

We aim to:

• create an inclusive, diverse and accessible approach to everything we say and do
• reimagine, transform and continually improve
• build for sustainability
• realise the potential in data and digital technologies to give users an excellent experience while providing value for money
• create clear and simple user experiences that meet defined user needs.

About the role

The role manages and provides leadership of the performance, activities and operation of the Digital Experience Unit Portfolio Office, working closely with all delivery leads across the unit and wider GLA as necessary. This includes programme management responsibility for those programmes that the unit is directly responsible for and managing the successful performance of a team, together with co-ordinating the performance and centralised reporting functions of other internal and external clienting bodies and delivery partners in the delivery of wider GLA programmes as a whole.

What your day will look like

• Lead on portfolio management across all Digital Experience Unit programmes and projects in line with the GLA Portfolio Management Framework to deliver the agreed aims and outcomes, including strategic oversight of business process design and implementation, portfolio level finance and performance management, quality assurance, audit, project management process, portfolio level reporting and portfolio governance.
• Provide line management to and oversee the day-to-day work of all members of the unit’s Portfolio Office and such additional resources as directed providing guidance in project management and delivery and ensuring resources are allocated effectively to meet anticipated demand and respond to changing priorities.
• Manage relationships with and ensure the information requirements are met for internal and external partners.
• Co-ordinate and assure the involvement of all relevant parts of the GLA Group in the portfolio’s performance management, including colleagues from legal, finance and teams from other functional bodies of the GLA.
• Lead the Portfolio Office in providing comprehensive portfolio management support to the unit, including on financial management and reporting, change control, risk and issues management, performance measurement, quality assurance, project management and control tools, corporate reporting and programme governance.
• Oversee the implementation of the Digital Experience Unit’s Assurance Framework in relation to the effective developing, prioritising, appraising and approving of projects.
• Ensure best practice contract management processes, systems – including IT systems – and procedures are developed, improved and implemented in collaboration with colleagues within the unit to support effective monitoring, reporting and governance of the unit’s projects.
• Ensure the team remains ‘audit ready’ and oversee the management of portfolio audits in accordance with corporate guidelines, ensure that self and staff highlight any financial, legal, regulatory and reputation risks and recommend and execute timely remedial actions to provide auditable assurance over financial and output claims from delivery partners.
• Ensures evaluation processes are in place at a portfolio level to measure project benefits, and that the learning is successfully captured and shared throughout the team to inform future projects and programmes.
• Oversee elements of the units’ team and project administration.
• Prepare and review on behalf of the team and present reports, briefs and recommendations on key issues and actions to the GLA Governance Groups.
• Manage resources allocated to the job in accordance with the Authority’s policies and Code of Ethics and Standards
• Realise the benefits of London’s diversity by promoting and enabling equality of opportunities, and promoting the diverse needs and aspirations of London’s communities
• Realise the benefits of a flexible approach to work in undertaking the duties and responsibilities of this job, and participating in multi-disciplinary, cross-department and cross-organisational groups and project teams

Skills, knowledge and experience

To be considered for the role you must meet the following essential criteria:

• Demonstrable experience of large-scale, high value portfolio management, delivering results on target and within budget.
• Evidence of using strategic analytical skills to support project delivery, including using portfolio management frameworks to implement and monitor successful delivery
• Thorough knowledge of project management and project control techniques, including financial analysis, project planning and appraisal, financing and risk management and evaluation
• Proven experience of establishing, maintaining and operating governance, finance, project and reporting systems aligned to complex corporate business needs
• Excellent report writing skills with ability to present papers at Board level
• Demonstrable experience of line and performance management of a team, including resource planning in a complex business environment

Behavioural Competencies

Building & Managing Relationships

…is developing rapport and working effectively with a diverse range of people, sharing knowledge and skills to deliver shared goals

Level 3 indicators of effective performance:

• Actively engages partners and encourages others to build relationships that support GLA objectives
• Understands and recognises the contributions that staff at all levels make to delivering priorities
• Proactively manages partner relationships, preventing or resolving any conflict
• Adapts style to work effectively with partners, building consensus, trust and respect
• Delivers objectives by bringing together diverse stakeholders to work effectively in partnership

Managing and Developing Performance

… is setting high standards for oneself and others, guiding, motivating and developing them, to achieve high performance and meet the GLA’s objectives and statutory obligations.

Level 4 indicators of effective performance

• Creates an organisation that learns from experience
• Sets clear organisational objectives, cascading challenging yet achievable

deliverables to directorates

• Identifies strategic level performance indicators and communicates theseclearly
• Leads and sets an example for desired behaviour and performance for

GLA staff

• Instils a culture of high performance and outstanding results where staffare encouraged to perform to their best

Planning and Organising

… is thinking ahead, managing time, priorities and risk, and developing structured and efficient approaches to deliver work on time and to a high standard.

Level 4 indicators of effective performance:

• Exchanges ideas and knowledge with partners, subject-matter experts, andsenior stakeholders to foster new research agendas and derive insights for the GLA
• Takes accountability for the quality of intelligence that research and newpolicy are based upon
• Encourages new and innovative insights from analysis
• Evaluates the feasibility and cost effectiveness of research proposals,
• Stringently assessing whether the research will add real value
• Encourages research with a highly practical focus and maximum impact forLondoners

This role is based at London Fire Brigade’s Head Office (Union Street SE1 0LL).

How to apply

If you would like to apply for the role you will need to submit the following:

• Up to date CV
• Personal statement with a maximum of 1500 words. Please ensure you address how you demonstrate the essential criteria outlined above in the advert.

Please ensure your CV and Personal Statement have a maximum file size of 1.5MB each and upload your Personal Statement to the ‘CV and Cover Letters’ section’ of the form, ensuring you address the technical requirements and competencies in your Personal Statement.

Word or PDF format preferred and do not include any photographs or images. Please ensure your CV and Personal Statement are saved with the job reference number as part of the naming convention (E.g., “CV – applicant name - 012345)

As part of GLA’s continuing commitment to be an inclusive and equal opportunity employer we will be removing personal identifiable information from CVs and Personal Statements that could cause discrimination.

If you have questions about the role

If you wish to talk to someone about the role, the hiring manager Andy Burton would be happy to speak to you. Please contact them [e-mail]

If you have any questions about the recruitment process, contact [e-mail] support the GLA with recruitment.

Assessment process

Once you have submitted an application, your details will be reviewed by a panel.

If shortlisted, you’ll be invited to an interview/assessment.

The interview/assessment date is: 4th and 5th Sept 2025

Equality, diversity and inclusion

London's diversity is its biggest asset, and we strive to ensure our workforce reflects London's diversity at all levels. We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith or disability.

We particularly encourage applications from Black, Asian and Minority ethnic candidates and disabled candidates who are currently underrepresented in our workforce.

We are committed to being an inclusive employer and we are happy to consider flexible working arrangements. We would welcome applications from candidates who are seeking part time work as this role is open to job share.

Please note we are a Disability Confident Employer so for candidates who wish to be considered under the scheme and meet the essential criteria, they will automatically be invited to interview. Please note, should you require any adjustments through the process, we will accommodate as much as possible. Please contact the recruitment team for further information if required.

Benefits

GLA staff are hybrid working up to 3 days a week in our offices and remotely depending on their role. As part of this, you will need to split your time between home working and coming into the office.

In addition to a good salary package, you will be paid every four weeks, providing frequent salary payments. We also offer an attractive range of benefits including 30 days’ annual leave, interest free season ticket loan, interest free bicycle loan and a career average pension scheme.

Additional Information

Please note, all candidates will need to confirm that the information provided in this application form is true and correct. Should a candidate deliberately give false information, including the use of AI software, they understand that this would disqualify them from consideration.

Successful candidates must undergo a criminal record (DBS) check but some roles may require additional security screening.

More Support

If you have a disability which makes submitting an online application form difficult, please [e-mail].

The GLA is proud to be a Level 2: Disability Confident employer. We are committed to becoming a more inclusive and accessible organisation and creating a truly inclusive and accessible workplace and culture for our disabled staff. We have named Disability Equality as a key corporate priority within our EDI Strategy. We welcome and encourage applications from disabled applicants. Should you wish to opt into the scheme, please let us know during your application.