47641 - Portfolio Planner

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This position is available for external applicants as well as existing civil servants on level transfer or promotion. New recruits to the Civil Service joining MoJ are expected to join at the band minimum. Secondments and loans will be considered on an individual basis. This appointment will be made on a fixed term appointment, due to the time limited nature of the Reform Programme. For existing civil servants, whilst the role itself is time limited, successful appointment on promotion will secure this grade on a substantive basis.

Background

It is an extremely exciting time here at HM Courts and Tribunals Service. We are currently undertaking a first-of-its-kind Change Programme aimed at delivering pioneering modernisation of judicial services, exploiting digital technologies to deliver services that better serve the public. Reform provides the opportunity to place citizen needs and expectations at the very heart of HMCTS. With over £1 Billion of funding this is the most ambitious programme of its kind anywhere in the world and is an exciting and rewarding portfolio to be part of.

As part of the Strategy and Change Directorate you will be at the forefront of creating and implementing change in our world-leading justice system. The Programme is ambitious and we need resilient, resourceful and adaptable people, with programme delivery experience, to make it happen.  To support us on this journey, we’re expanding the team and now are looking for an exceptional talent to join the Delivery Team at HMCTS.

Portfolio Delivery Team

Reform is delivered by approximately 50 projects within 5 programmes and workstreams. The Portfolio Delivery Team operates as a central management function, overseeing Portfolio reporting, progress analysis and tackling delivery issues. PDT owns the overall delivery plan for the portfolio, performance framework, the 7-steps governance framework, risk and issues log and other such key documents for controlling the portfolio. The team ensures that together, all the programmes and projects will deliver the changes in line with the business case; managing dependencies across the portfolio and monitoring the various critical paths to ensure a coordinated transition to the new operating model. PDT is responsible for analysing issues, providing insight and recommending solutions to the Senior Management Team.

As Portfolio Planner, you will be a key member of the Planning and Performance side of the team. You will be at the forefront of leading and implementing change in our world-leading justice system.  The team enables strategic oversight and management of the Reform portfolio through:

• Providing insight and analysis on the delivery of the Portfolio through the planning and performance function to enable SMT to make effective decisions.
• Providing a portfolio level plan that is easy to understand and has sufficient insight for both SMT and external partners.
• Ensuring that a robust process is in place to hold the plan under change control and track changes to forecast ensuring any impacts of changes are captured.
• Owning the dependency management strategy and process. Aligning with planning activity to capture critical portfolio dependencies.

Key Responsibilities

• Lead on the production and regular update of the Portfolio Implementation Plan (PIP) to update senior civil servants and the wider reform community on the delivery roadmap
• Produce regular variations of the plan such as for the Departmental Board and Strategic Engagement Group and respond to ad-hoc commissions for planning data and insight
• Attend regular programme-level planning workshops to gain in depth understanding of the planning work across reform. Develop subject matter expertise through in-depth understanding of the plan - use knowledge to understand, explain and communicate complex issues to non-specialists verbally and in writing
• Facilitation of regular portfolio planning sessions with programme directors, driving out planning updates to build out the planning horizon to end state
• Analysis of the plan through regular portfolio planning workshopsand one to one engagement with various programmes, such as Crime, Civil Family and Tribunals, and enabling functions to ensure the plan is credible from a service delivery perspective and operationally viable
• Work closely with the performance team to link key portfolio milestones to benefits profiles to improve insight around milestone movements through the change control process
• Support the Portfolio planning and change lead to develop and socialise a refreshed planning approach, regularly engaging across the portfolio on best planning practise
• Build and maintain good working relationships with key stakeholders including senior managers, senior judges, Ministers private offices, wider MoJ colleagues and across other government departments

Other duties

We are a highly interdependent team and the postholder will be expected to work flexibly and undertake any other duties reasonably requested which are commensurate with the grade and level of responsibility of this post.

Essential Skills & Experience

• Planning and scheduling: Relevant experience of successful planning, in complex delivery environments, ideally at portfolio level. Strong working knowledge of Excel, Visio, MS Project/ Smartsheet is highly desired
• Analytical Skills and Insight: the ability to analyse data and present large volumes of qualitative and quantitative information in a concise and meaningful way through working alongside programmes and other portfolio functions
• Strategic Thinking:
• Understanding and presenting accurately the direction of the portfolio and reform changes
• Translating complex or unclear issues into clear messages
• Proven ability to pick up complex policy areas rapidly and spot the key policy trade-offs, balancing long-term strategic priorities against short-term demands
• Strong political antennae and understanding of the political and wider policy sensitivities of the brief
• Stakeholder Relationships: proven capability in building and maintaining productive stakeholder relationships with a wide range of organisations (whether within or outside Government) and people
• Leadership: able to work independently, take responsibility for areas of work and manage competing priorities, often in a pressured environment. A commitment to high standards, good relationship management and clear thinking
• Communication: excellent oral and written communication skills are essential with the ability to adapt style and tone for different audiences. You’ll need to engage confidently and effectively to build rapport with colleagues at all levels and explain complex issues in readily understandable way
• Organisation: excellent organisational and time-keeping skills are required in this role with the ability to effectively balance a number of reporting responsibilities
• Project management qualification: Candidates will ideally have a project management accreditation such as Prince2, MSP or equivalent

Location of Post:

The successful candidate will be required to travel to London, however base location can be flexible. Travel to other HMCTS sites may also be required as part of these working arrangements. In line with the department’s policies, travel and subsistence and, where appropriate, overnight accommodation will be available in line with organisational policies.

Application Process:

To apply for this position please completed the online application form, ensuring you submit the following two application documents:

• An up-to-date copy of your CV which details your experience and achievements
• A 750-word statement of suitability which demonstrates your suitability against the Essential Skills & Experience outlined above

If selected for interview you will be tested against the following Success Profile behaviours (Level 3):

• Seeing the Bigger Picture
• Changing & Improving
• Communicating & Influencing
• Making Effective Decision

Candidates interviewed will also be assessed on question/s relating to the technical element of the role.  

• Planning & Scheduling

Further information on Success Profiles and required standards for this post (Level 3) can be found at:

https://www.gov.uk/government/publications/success-profiles    

A Merit List of applicants meeting the required selection criteria may be kept for up to 12 months.

Terms & Conditions:

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 MoJ’s excess fares allowance policy.