7020 - Senior PMO Support
Her Majesty’s Courts and Tribunals Service
Directorate: Portfolio Office, HMCTS Change Directorate
Job Title: Senior PMO Support
Pay Span or equivalent: Band C
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.
As PMO Support in the Change Directorate you will be at the forefront of leading and implementing change in our world-leading justice system. The Programme is ambitious and we need resilient, resourceful and adaptable people to make it happen, who have a proven track record in Project Delivery. Your application will need to demonstrate that have the experience required in delivering high profile projects, ideally within a Programme environment, that you can thrive in an environment that is changing constantly, that you can deal with uncertainty and that you are committed to developing services that are based on the needs of the end recipient of the service provided as well as the needs of those who administer the services provided.
In 2015, it was decided that a central portfolio function was required to coordinate and assure the significant change activities across HMCTS. The HMCTS Change Portfolio was formally established on 1 April 2016 within a new Change Directorate, supported by a portfolio office. The portfolio office is also responsible for the administration of the Change Directorate so has a slightly broader range of objectives than those sometimes found in other portfolio management offices.
The PMO Model is ‘hub and spoke’ model, in which a central ‘hub’ Portfolio PMO function will establish portfolio-level controls, deliver a range of Centre of Excellence services, tools, templates and processes for PPM, and provide line management of small ‘spoke’ satellite PMO Teams that support individual Portfolio Programmes. This is a role that would offer the post-holder an opportunity to work closely with a PMO Lead, project / work stream managers and others to help control the programme and project plans and work closely with other dependent projects. The post holder will provide support in the PMO function of one of the small satellite PMO Teams that supports one of the Portfolio Programmes.
Key interactions will be with:
- HMCTS PMO Lead
- Programme Project Managers
- PMO colleagues.
Key responsibilities:
Operations
- Manage the end-to-end procedures relating to all aspects of the project lifecycle;
- Maintain programmes plans e.g. ensuring that Short-range plans are detailed (and longer-range plans are at least outlined), and that plans have been reviewed and approved against programme/project planning standards. Chase and challenge progress as appropriate;
- Monitoring of Risks and issues register and following-up on outstanding actions
- Track schedule and dependencies identifying conflict between initiatives and escalating as appropriate;
- 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
- Dissemination of lessons learned
- Apply Continuous Improvement principles, tools and techniques to working practices to improve efficiency of operations.
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
- Administer and support key assurance events such as Gateway Reviews
- 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.
Team leadership
- None
Accountability
- Report to the Programme Management Office Support 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.
Skills and Qualifications
Essential
- Ability to be innovative, learn and share good practise in a fast-paced, changing environment.
- Strong planning skills at programme level.
- Detailed understanding of programme management offices and their services, (e.g. risk management, reporting and change control).
- A strong communicator, able to communicate messages clearly to a range of audiences at all levels.
- The ability to build productive working relationships quickly and to engender confidence with the programmes and projects.
Desirable
- Previous experience within a portfolio or programme office environment, ideally within a political context.
- Experience of enterprise PPM tools, and ideally, their deployment.
- Experience of working in fast-paced environments on a start-up function.
- Exposure to GMPP projects.
- Practitioner status for one or more of the following Axelos qualifications:
- PRINCE2
- Managing Successful Programmes
- Management of Portfolios
- Management of Risk
- P3O
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.
Location of Post
Please see recruitment details. Travel to other HMCTS locations may be required.
Key Civil Service Competencies
You will be required to provide evidence of the following key competencies at Level 3
Changing and Improving
- Find ways to improve systems and structures to deliver with more streamlined resources
- Regularly review procedures or systems with teams to identify improvements and simplify processes and decision making
- Be prepared to take managed risks, ensuring these are planned and their impact assessed
- Actively encourage ideas from a wide range of sources and stakeholders and use these to inform own thinking
- Be willing to meet the challenges of difficult or complex changes, encouraging and supporting others to do the same
- Prepare for and respond appropriately to the range of possible effects that change may have on own role/team
Leading and Communicating
- Take opportunities to regularly communicate and interact with staff, helping to clarify goals and activities and the links between these and Departmental strategy
- Communicate in a succinct, engaging manner and stand ground when needed
- Communicate using appropriate styles, methods and timing, including digital channels, to maximise understanding and impact
- Promote the work of the Department and play an active part in supporting the Civil Service values and culture
- Convey enthusiasm and energy about their work and encourage others to do the same
Collaborating and Partnering
- Establish relationships with a range of stakeholders to support delivery of business outcomes
- Invest time to generate a common focus and genuine team spirit
- Actively seek input from a diverse range of people
- Readily share resources to support higher priority work, showing pragmatism and support for the shared goals of the organisation
- Deal with conflict in a prompt, calm and constructive manner
- Encourage collaborative team working within own team and across the Department
Delivering at Pace
- Successfully manage, support and stretch self and team to deliver agreed goals and objectives.
- Show a positive approach in keeping their own and the team’s efforts focused on the goals that really matter
- Take responsibility for delivering expected outcomes on time and to standard, giving credit to teams and individuals as appropriate
- Plan ahead but reassess workloads and priorities if situations change or people are facing conflicting demands
- Regularly monitor own and team’s work against milestones or targets and act promptly to keep work on track and maintain performance
- Coach and support others to set and achieve challenging goals for themselves
Making Effective Decisions
- Make decisions when they are needed, even if they prove difficult or unpopular
- Identify a range of relevant and credible information sources and recognise the need to collect new data when necessary from internal and external sources
- Recognise patterns and trends in a wide range of evidence/data and draw key conclusions
- Explore different options outlining costs, benefits, risks and potential responses to each
- Recognise scope of own authority for decision making and empower team members to make decisions
- Invite challenge and where appropriate involve others in decision making to help build engagement and present robust conclusions
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.
Benefits
The MoJ offers a range of benefits:
Annual Leave
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.
Pension
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
Training
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
Support
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
Networks
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.
Eligibility
Staff on fixed term appointments must have been recruited through fair and open competition.
24/03/2017, 23:55 hours.
Closing Date: 24th March 2017 at 23:55 hours
If you require any assistance please call 0845 010 3512 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment@noms.gsi.gov.uk Please quote the job reference.
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.
Candidate Information
You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ
In the event of a large number of applications, we reserve the right to undertake the following processes:
- An automated online test where a benchmark must be passed to progress;
- A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.
During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this when you are invited to interview.
We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.
Application form stage assessments
Interview stage assessments
A Great Place to Work for Veterans
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.
This job is broadly open to the following groups:
· UK nationals
· nationals of the Republic of Ireland
· nationals of Commonwealth countries who have the right to work in the UK
· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
· individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
· Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules
This Vacancy is closed to applications.