Job Purpose:
The post-holder will report directly to the PMO Lead and will be required to work effectively with senior staff across the ICT Service. The post-holder will assist with the establishment and maturity of the PMO through the implementation of a standardised governance process and ensure project controls are in place throughout the project-cycle of all initiatives within the ICT Programme of work. He/she will contribute to the effective functioning of ICT Projects by Providing programme support and guidance in the areas of PMO Analyst, Project support and supporting the service across a full range of duties ensuring the efficient organisation of the service and the provision of high quality, confidential, comprehensive administrative and project based work.
The PMO support will be required to perform a variety of functions in a range of roles which, depending on circumstances, may either separate posts or combination of one or more of the following: -
PMO Analyst
1. Support project managers in ensuring that budgets, risks, issues, and changes are managed effectively
2. Managing and supporting the Project and Portfolio Management (PPM) Solution
3. Assisting Project Managers in the use of our tools, methods, and processes
4. Ensuring projects are compliant with agreed Project Management Framework and have appropriate governance in place that support successful delivery of project.
5. Working directly with our internal stakeholders and external suppliers to ensure effective project delivery
6. Provide projects teams with templates and best practice guidance when required and act as central “lessons learned” body.
Project Officer
7. Assist the delivery of work Programmes to meet needs of designated business areas.
8. Assisting the ICT Projects team with the development of project documentation including but limited to, requirements specification, procurement documentation and project delivery schedules and reports.
9. Management of specific stages within the project as and when required.
10. Organisation of provision of support for end users and ensuring projects are communicated to and transitioned to BAU in an effective manner.
11. Identification of project risks and issues and collating reports to Senior Management.
12. Creation of Project schedules and project documentation required throughout the project life-cycle.
13. Finance & Project Support including raising of Project orders
14. Creation and collation of projects reports on behalf of the Project Manager.
Main Duties and Responsibilities:
General Duties
15. To provide a high quality, confidential support service to the PMO Lead ensuring that his/her time is managed and utilised in the most effective manner.
16. Provide support, advice and coaching to Project Managers in the use of ICT project tools, methods and processes. ensuring that Project matters are effectively and consistently dealt with.
17. Organising meetings, including collating papers, briefing delegates and taking minutes.
18. To be responsible for the development, management, implementation and maintenance of comprehensive administrative support within their area of responsibility.
19. To provide administrative support involving the handling of general correspondence and enquiries, undertaking requisitions and diary management.
20. To develop and maintain filing and electronic information systems.
21. To liaise with and support the needs of the PMO Lead and Project Managers as and when they arise.
22. To respond to requests for information relating to ICT PMO and Project Management Framework as and when necessary.
23. To use own initiative to respond positively to issues which arise.
24. Monitor ICT Project Budgets and approve expenditure within delegated limits.
25. Collation, Preparation of related reports and stats for PMO Lead Meetings to assist in the collation and preparation of reports and stats.
26. Support and assists in the delivery of a high quality and comprehensive Service to the PMO Lead and Project Managers and will be responsible for the day to day management within their area of responsibility.
27. To undertake other reasonable duties appropriate to the grade.
Service Development.
28. To provide project support to the Project Managers in the delivery of their respective technical projects or programme.
29. To support the Senior Management team to ensure consistency of policies and procedures across the service.
30. To manage, coordinate and support consultation exercises includes the preparation of presentational material, records management, arranging suitable venues, preparing programmes, papers and assisting with or drafting respective reports as appropriate.
31. To provide administrative support for the collection, analysis and presentation of information.
32. To research and source data to support the Service in the development of Strategic approaches and delivery interventions.
33. To support co-ordination of the review and update of business planning activity and to track performance delivery.
34. To provide contract monitoring and contact management support to the PMO Lead.
35. Ensure Software licensing is up to date for Project related software and maintain a register for all Software procurements approved by the ICT Programme Board.
Innovation
36. To co-ordinate and support key pieces of ICT Project g best practice work and projects as required.
37. To draft newsletters and promotional/information materials and articles as required.
Collaborative Working
38. To support the organisation of a range of conferences, training courses, workshops, seminars and events for the ICT Projects Service as required.
39. To organise and make all relevant preparations for meetings relating to the work of ICT Projects.
40. To attend meetings such as good practice events or other external events on behalf of the PMO lead as and when necessary.
41. Liaise with internal and external stakeholders on behalf of ICT Projects as required.
Communication and Information Management
42. Maintain and manage information, records, papers, and to extract and provide regular reports from information systems for the ICT Project Service.
43. To attend and take minutes of meetings convened by the ICT Project services as required.
44. To manage and keep updating the PMO Teams site allocated functions and other associated communications and digital platforms.
People Management & Development
45. To line manage, support and be responsible for the development of staff within their area of responsibility providing supporting within the areas of staff Welfare/Wellbeing and resourcing.
46. To promote the corporate vision, values and culture of EA as a single regional organisation, in all processes linked to maintenance, development and implementation of assignments within their areas of responsibility.
47. Ensure that employees within the Application Support team are provided with clear structure, strategies, policies and processes for their service.
48. Foster a culture that supports achievement of the authority’s Strategic Plan by role modelling core values and leadership behaviours to staff.
49. Have supervisory responsibilities for up to 1-5 members of staff organised in groups or teams as necessary
50. To line manage, support and be responsible for the development of staff within area of responsibility providing support within the areas of Welfare/Wellbeing and resourcing.
51. To deliver awareness and governance overview sessions to ICT Projects Team as required.
Health & Safety duties and responsibilities
52. Understand the Health & Safety responsibilities of Managers & Employees within EA.
53. Ensure that employees fulfil their responsibilities as outlined in the EA policies and programmes. – Fire drills, risk assessments, Accident reporting etc.
54. Implement personnel management policies to ensure that everyone in the team is aware of his/hers responsibilities.
55. Forster a workplace safety culture in which employees and their managers work together to ensure workplace safety
Note, Some travel across EANI sites will be required in order to attend meetings, and fulfil full range of duties and responsibility.