31738 - Programme Management Office (PMO) Support Officer

The courts and tribunals in England and Wales have been allocated unprecedented funding of almost £1billlion to deliver reform. This will enable HM Courts & Tribunals Service, working in partnership with the judiciary, to create a system that is proportionate and accessible and that better meets the needs of the people it serves.

The Civil, Family and Tribunals (CFT) Services Programme is a central Programme within the Portfolio. The Programme’s objective is to design and implement a range of digital applications and processes, using combined Agile and traditional Waterfall methodologies, to transform services in Civil, Family and Tribunals part of the justice system to become more customer focused.

The CFT Services Programme Management Office (PMO) operates a standard ‘hub and spoke’ model, linking into each of the 9 constituent projects. The PMO sets out delivery standards for Projects, provides delivery assurance to the Programme Director and performs a number of other traditional PMO functions such as governance, planning, reporting, risk & issue management alongside benefits management and assurance.

As a PMO Support Officer you will work alongside a team of PMO professionals who each lead on their respective functions. Your application will need to demonstrate that have the experience / knowledge to be a success in this role and that you have the ability to thrive in an environment that is constantly evolving and respond positively to the challenges that come with that.

This is a role that would offer the post-holder a fantastic opportunity to work closely with senior internal and external stakeholders at the heart of change, to learn how a large and complex portfolio operates. The CFT Programme will support professional development, through PPM specialisms and qualifications. This role provides a fantastic opportunity to showcase your PMO skills whilst also developing your wider Programme Management knowledge and really fulfil your potential in a fast paced and exciting Programme.

Key interactions will be with:

• Change Directorate Portfolio Delivery Office
• Programme Manager and Programme Director
• Senior Project Managers and Project Teams
• PMO colleagues
• External stakeholders (ie: Gateway Review Team)

Key Responsibilities:

Operations

• Manage and maintain relationships with internal stakeholders including governance, assurance, resourcing, and commissioning;
• Manage staff vacancies across the programme, manage recruitment campaigns on behalf of the programme, with support from the central resourcing and recruitment team;
• Manage a recruitment campaign lifecycle, organising interview and sift panels;
• Manage the onboarding process for new joiners;
• Arrange events – working with others
• Work with IT Workstreams
• Room booking
• Help arrange maintenance of key equipment.
• Manage and maintain the relationship with HMCTS finance on behalf of the programme
• Monitor the risks and issues register and escalations and follow up actions;
• Monitor programme actions and decisions logs ensuring next steps are actioned
• Oversee and monitor consistent document management standards across the programme, manage system permissions for document management
• Assess and evaluate information received from projects from a range of reporting sources;
• Assist the Programme Management Office PMO Support Lead with drafting documentation and reports, and preparing procedure and guidance documentation in conjunction with Project Managers and Project PMOs;
• Identify and resolve operational problems, escalating more complex and difficult issues upwards to relevant members of the Programme team;
• Assist with the support and maintenance of “best practice” in Programme processes. Ongoing support to the Centre of Excellence function to provide feedback on tools and processes and implementation of improvements
• Apply Continuous Improvement principles, tools and techniques to working practices to improve efficiency of.
• Manage the PMO work trackers and task allocation sheets and update of work status sheets

Communicating

• Work with the Programme Management Office Lead and other Programme/Project Managers across the Programme to ensure effective communication takes place within the Programme and between the Programme and the business.

PMO Resources

• Support the creation and maintenance of a ‘learning’ environment that facilitates high-quality knowledge transfer which safeguards business delivery during a period of significant change. This includes helping to on-board new starters in the programme

Other

• Provide administrative support for meetings where PMO knowledge is required. This includes setting up and administrating programme meetings, including the recording of meeting action logs and decision logs

Accountability

• Report to the Programme Management Office Lead

Other duties

The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Essential Skills:

To be successful in this role, you should have the following:

• Skilled in the Microsoft office suite (specifically Excel, Word, Outlook and PowerPoint)

• A strong communicator, able to communicate messages clearly to a range of audiences at all levels – both verbally and in writing
• Strong planning skills and ability to prioritise work
• The ability to build productive working relationships quickly and to engender confidence with the programmes and projects
• Ability to be innovative, learn and share good practise in a fast-paced, changing environment
• Understanding of Programme Management Offices (PMO’s) and their services, (e.g. risk management, planning, reporting and change control)

Desirable Skills:

• Experience of working in government and / or the wider public sector
• Experience of working in recruitment/ staff onboarding
• Experience of working with financial budgets and forecasts within large programmes
• Experience of working in fast-paced environments on large programmes.

Location of Post

London. Travel to other HMCTS locations on a regular basis

Application

To apply for this position please submit your CV and a statement of suitability of up to 750 words demonstrating how you meet the essential skills requirements and experience required to be a success in this post. Please attach your statement of suitability to your CV.

Fixed Term Appointment

This appointment will be made on a fixed term basis, due to the time limited nature of the Reform Programme.

For existing civil servants, whilst the role itself is time limited, at the end of the fixed term period, you will retain your permanent status but will be placed on the re-deployment register. Successful appointment on promotion will secure this grade on a permanent substantive basis.

Secondments and loans will be considered on an individual basis.

Flexible working options

HMCTS offers a flexible working system in many of its offices.

Job sharing and reduced hours

All applications for job sharing or reduced hours will be treated fairly and on a case by case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances

This job is not eligible for relocation allowances but excess fares may be considered in accordance with MoJs excess fares allowance policy.