28534 - Programme Management Office (PMO) Support Officer
The courts and tribunals in England and Wales have been allocated unprecedented funding of almost £1billlion. 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. This is the most ambitious programme of its kind anywhere in the world.
The Reform Programme is made up of six pillars that cover the primary areas of courts reform. This role sits within the Infrastructure and Enabling Programme which consists of a series of projects that deliver in the IT infrastructure and supporting capability that will transform operational ways of working. The Infrastructure and Enabling Programme consists of 11 projects at present, including hardware installation projects and software development projects. There are a number of vacancies across the programme and skill sets are expected to include all or some of the following, commercial, technical development, procurement and stakeholder engagement in a project management environment.
The Reform Programme is made up of six pillars that cover the primary areas of courts reform. This role sits within the Infrastructure and Enabling Programme which consists of 12 projects, including hardware installation and software development which will deliver the IT infrastructure and supporting capability that will transform operational ways of working.
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 as well as develop a broad range of effective business skills and a variety of exemplar project, programme and portfolio management techniques and tools. The I&E Programme will support professional development, through PPM specialisms and qualifications.
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)
- Manage and maintain relationships with internal stakeholders including governance, assurance, resourcing, finance 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;
- Manage and maintain the relationship with HMCTS finance on behalf of the programme;
- Review project and programme expenditure monthly and liaise with Project Leads for verification and signoff
- Monitor and analyse financial reports relating to programme resourcing;
- 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.
- 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.
- 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
- 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.
- Report to the Programme Management Office Lead.
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.
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 and their services, (e.g. risk management, planning, reporting and change control)
- 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
Leeds, London or Peterborough. Travel to other HMCTS locations on a regular basis
To apply for this position please provide an up-to-date copy of your CV. In addition to this, you will be assessed against the following behaviours at Level 3 during the selection process:
Changing and Improving:
Work with others to identify areas for improvement and simplify processes to use fewer resources. Use technology where possible to increase efficiency. Encourage ideas for change from a wide range of sources. Clearly explain the reasons for change to colleagues and how to implement them, supporting individuals with different needs to adapt to change. Encourage an environment where colleagues know that they can challenge decisions and issues safely. Take managed risks by fully considering the varied impacts changes could have on the diverse range of end users.
Communicating & Influencing:
Communicate in a straightforward, honest and engaging manner, choosing appropriate styles to maximise understanding and impact. Encourage the use of different communication methods, including digital resources and highlight the benefits, including ensuring cost effectiveness. Ensure communication has a clear purpose and takes into account people’s individual needs. Share information as appropriate and check understanding. Show positivity and enthusiasm towards work, encouraging others to do the same. Ensure that important messages are communicated with colleagues and stakeholders respectfully, taking into consideration the diversity of interests.
Encourage joined up team work within own team and across other groups. Establish professional relationships with a range of stakeholders. Collaborate with these to share information, resources and support. Invest time to develop a common focus and genuine positive team spirit where colleagues feel valued and respect one another. Put in place support for the wellbeing of individuals within the team, including consideration of your own needs. Make it clear to all team members that bullying, harassment and discrimination are unacceptable. Actively seek and consider input of people from diverse backgrounds and perspectives.
Managing a Quality Service:
Develop, implement, maintain and review systems and services to ensure delivery of professional excellence. Work with stakeholders to set priorities, objectives and timescales. Successfully deliver high quality outcomes that meet the customers’ needs and gives value for money. Identify risks and resolve issues efficiently. Involve a diverse range of colleagues, stakeholders and delivery partners in developing suggestions for improvements. Establish ways to find and respond to feedback from customers about the services provided.
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
Please see recruitment details. Frequent travel to London will be required as part of these working arrangements.
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.
Working Arrangements & Further Information
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices.
The MoJ offers a range of benefits:
Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits,retail vouchers and discounts on a range of goods and services.
- For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.
The Civil Service embraces diversity and promotes equality of opportunity.
There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.
27/08/2019, 23:55 hours.
To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why.
For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).
If you do not meet the above requirements, you may still be considered if, for example:
- You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
- You were studying abroad
- You were living overseas with parents
In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.
Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.
This Vacancy is closed to applications.