Location: Hybrid – 4 days office (Wilmslow HQ), 1 day from home
We are The Citation Group - a collective of businesses dedicated to supporting small and medium‑sized enterprises across a range of essential services. We know that running a business means juggling a lot. Our mission is to ease these pressures by providing expertise, guidance, and solutions that enable business leaders to focus on what they do best. From HR and Health & Safety to Cybersecurity, E‑Learning, and ISO compliance, we’ve got you covered.
Citation Group has achieved strong growth through a combination of organic expansion and strategic acquisitions, continually broadening our expertise, services, and reach to create a one‑stop shop that supports businesses across the UK, Canada and Australia.
The Role
This is an exciting new role supporting the Value Creation team across a portfolio of active projects!
The PMO Administrator will be the operational backbone of the PMO - owning the reporting cycle, maintaining scheduling integrity, and coordinating across project owners and stakeholders to keep governance running smoothly.
This role is accountable for the quality and timeliness of Portfolio information, not for Portfolio decisions. Escalation of risk, issue, and judgement calls to the Portfolio Manager is expected and valued.
This is not a passive coordination role. The right person will take ownership of PMO processes, proactively identify gaps, improve governance and ensure the programme office runs with consistency and discipline.
Reporting & Governance
* Own the monthly portfolio reporting cycle end-to-end, from data collection through to board‑ready outputs.
* Maintain the central project register, ensuring status, RAG ratings, milestones, and financials are accurate and current.
* Draft and distribute governance packs, meeting agendas, and action logs for Steering Committees and programme reviews.
* Track actions and decisions from governance forums, chasing owners to close items on time.
* Identify reporting gaps or inconsistencies and raise them proactively to the Programme Manager.
Scheduling & Planning
* Maintain the master portfolio roadmap across all active workstreams.
* Monitor milestone adherence, flag slippage early, and work with project owners to update forecasts.
* Coordinate dependency mapping across projects and surface conflicts to the Programme Manager for resolution.
* Review the milestone trackers, Gantt charts, and timeline summaries to ensure they’re fit for stakeholder consumption.
Stakeholder Coordination
* Act as the first point of contact for project owners submitting updates, managing the intake process and quality‑checking submissions.
* Coordinate meetings, workshops, and review sessions across multiple workstreams.
* Redirect Portfolio‑level questions (timeline feasibility, prioritisation, risk appetite) to the Portfolio Manager rather than answering independently.
* Build and maintain relationships with project owners to improve the quality and timeliness of information flowing into the PMO.
* Prepare clear, concise briefing materials and status summaries for senior stakeholders.
RAID Management
* Maintain the Portfolio RAID log across all projects, ensuring entries are current and owners are assigned.
* Prompt project owners for updates on open risks, issues, and dependencies ahead of governance cycles.
* Flag overdue or escalating items to the Portfolio Manager.
About you
Required
* Demonstrable experience in a PMO, project support, or programme coordination role
* Advanced proficiency in Microsoft Excel and PowerPoint
* Proven ability to manage multiple competing priorities and deadlines
* Strong attention to detail
* Clear written communication; able to translate complex project data into clean, readable formats
* Experience supporting board‑level or executive reporting
* Exposure to transformation or change programmes
* Strong working knowledge of project management fundamentals (RAG status, milestones, RAID logs, governance frameworks)
What Good Looks Like in This Role
* The reporting cycle runs on time, every time, without the portfolio manager chasing
* Governance forums are well‑prepared, actions are tracked, and nothing falls through the cracks
* Project owners find the PMO easy to engage with and submit quality updates
* The portfolio schedule is always an accurate reflection of reality,
* Risks and issues are surfaced promptly — the portfolio Manager is never blindsided by something the PMO knew about.
Here’s a taste of the perks we roll out for our extraordinary team members:
25 Days of Holiday + 8 Bank Holidays:
We’re talking sun‑soaked beaches, snow‑capped mountains, or simply your favourite cozy spot at home. Take your well‑deserved break with 25 days of holiday, plus those cherished bank holidays.
Birthday Bliss:
Your birthday isn’t just another day on the calendar; it’s YOUR day! Enjoy it in style with a day off, because at Citation, we believe in celebrating YOU.
Post‑Wedding Bliss:
Newlyweds, we’ve got something special for you too! Extra weeks of holiday to bask in the glow of post‑wedding happiness.
Growing Families:
We’re all about supporting our Citation family, and that includes expectant parents. Vouchers and special perks await to celebrate the newest addition to your family.
Healthcare cash plan:
Your well‑being is our priority. That’s why we offer private healthcare to ensure your peace of mind and keep you feeling your best.
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