Job summary
Are you enthusiastic about effective project & programme management?
Do you have good relationship, organisational & co-ordination skills?
Are you motivated, forward thinking & enjoy team work?
Do you have the tenacity to navigate complex challenges?
Are you motivated by using data & information to aid decision making & improve outcomes?
If so, you might be the candidate we're seeking! An opportunity has arisen in our Service Development & PMO Team for a PMO officer. The Team sits within the Strategic & Commercial Development Directorate, providing a specialist programme & project management function across MPFT.
We are looking for enthusiastic individuals with experience in delivering projects to support managers to effectively manage their projects & programmes within the Trust's PMO framework, ensuring consistent governance, quality standards and processes. PMO Officer provides guidance, advice and support to enable the delivery of Trustwide programmes and projects to improve services and outcomes for our patients and staff. Key elements of the role are to;
- Provide effective project, programme and PMO support to clinical and corporate services to deliver projects across the Trust
- Provide technical PMO support, advice and guidance for project, programme managers and owners
- Provide a consistent approach to ensure projects & programmes are managed within the project management framework and governance structures
- Assurance reporting of the projects within their portfolio
Main duties of the job
- The post holder will be a key member of the Programme Management Office (PMO) and contribute towards the business objectives of the team
- The post holder will work with a wide range of Corporate teams, Care Groups and other senior managers across the Trust, providing effective PMO support to the projects and programmes within the Trust-wide project portfolio
- The post holder will support a variety of portfolios/programmes to ensure adherence to project management framework
- The post holder will work closely with Project and Programme Managers to ensure project documentation and information is captured within the project management system as part of project assurance and reporting
- The post holder will support to resolve issues/problems that arise during projects and to escalate areas that cannot be resolved to the appropriate person or group
- The post holder will support Project Managers/Programme Managers/Project Support Officers on PMO systems and processes
About us
By joining Team MPFT, you will be helping your communities and in return for this, we will support you by;
- Supporting your career development and progression
- Excellent NHS Pension scheme
- Generous maternity, paternity and adoption leave
- Options for flexible working
- Up to 27 days annual leave (increasing with service up to 33 days) and the opportunity to purchase additional leave
- Extensive Health and Wellbeing support and resources
- If you work in our community teams, we pay for your time travelling between patients
- Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate
- Salary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, mileage paid at business rates
- Salary sacrifice bikes up to £2k
- Free car parking at all trust sites
- Free flu vaccinations every year
- Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met)
And more. We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people.
Please note, we may be required to close this vacancy early if we receive a high volume of applications
Job description
Job responsibilities
KEY RESPONSIBILITIES:
Main duties and responsibilities
- Ensure the smooth functioning of the project management system by actively maintaining and monitoring performance and functionality, identifying any gaps and seeking resolution with team members/suppliers. Additionally, you will be responsible for identifying opportunities to enhance and develop the system further, streamlining project workflows and maximising efficiency.
- To provide support to project teams, advising on project management best practice methodologies including Prince2
- Actively contribute towards the review and update of PMO systems and processes, including the undertaking of cyclical audits and to communicate changes to appropriate stakeholders through a variety of methods including facilitated workshops, training sessions, key message bulletins and presenting at relevant meetings
- The post holder will support a variety of portfolios/programmes to ensure adherence to project management framework
- Maintain a thorough understanding of projects within the project management system to ensure an effective and informed first point of contact to project managers and key stakeholders and have an awareness of pipeline activities which may support wider service planning discussion
- Advise project manager and project support officers on PMO framework, processes and systems
- Support in the delivery of service training around project management and the Trust project management system.
- Ensure project managers and teams have access to project management templates, tools and resources to ensure consistency of project documentation and capturing of key information
- Assist project managers with the project lifecycle, including advising on project documentation, escalation of issues, meetings, planning, reporting, risk and project closure
- To support project managers in developing and establishing project governance
- Support project managers in the development or the review of project scope documentation
- Supportprojectmanagers in the creation or review of project plans ensuring that high level milestones are clear
- Support project managers and project teams to ensure that all aspects of project governance is in place and that all documentation is completed with timescales
- Support project managers to ensure that they are able to effectively monitor and track project delivery in order to ensure that proactive andtimely actions are undertaken
- Support project managers throughout the process by ensuring that any process or system related actions that require the support of PMO are actioned in a timely way
- Through effective relationship management, ensure that projects are reviewed at each gateway of the project and approved through the appropriate governance to ensure that projects are progressing in a timely way
- Record, monitor and report data on Trust projects against required PMO quality standards, highlighting potential issues to ensure standards and consistency of data is met
- To assist in the creation of reports on project status and project progress for relevant committees liaising with PMO colleagues and project managers to provide the latest information
- As part of the PMO team, identify interdependencies across projects/programmes and ensure this are reported, tracked and that projects/programmes are aware as appropriate
- Support project managers with decisions around project status reporting and escalation procedures
- Support project managers around the effective closure of projects ensuring that outstanding actions are clearly documented with identified handover plans
- Advise project managers around issue and risk management processes
- Represent the team at appropriate internal and external meetings and forums, including contributing to debate and discussions, ensuring that other team members are informed of key updates.
- Attend and participate in the Programme Steering Group meetings for your portfolio and ensure that any PMO actions are actioned, discussing or seeking support from team members as needed
- When appropriate, and subject to changes in the overall governance structure, you maybe requiredto:
- Provide management and administrative support to specific committees/boards asrequested by the Head of Service Development and PMO
- Take responsibility for preparation of agendas, managing the preparation and distributionof papers in advance ofmeetings and transcribing of minutes
- Coordinate any follow-up actions or updates and ensure these are fed intosubsequent meetingsappropriately
- Monitor, manage and action personal and team email accounts
- Support in making amendments to policies and processes within the service as required.
- To ensure that the Trusts policies and procedures are adhered to in management of projects
Training & Personal Development
- To undertake training and development necessary to fulfil the requirements of the post
- To take every reasonable opportunity to maintain and improve your professional knowledge and competence
- To participate in personal objective setting and review, including the creation of a personal development plan and the Trusts appraisal process
Systems and Equipment
- The post holder will need to be able to use standard PC desktop equipment and standard Microsoft Office packages including Outlook, Word, Excel and PowerPoint
- In depth use of the project management system for administration and management of PMO projects
- Requirement to maintain, update and report from information databases
- In depth use of Microsoft Project for project and programme plans
- Use of risk management system
- Responsible for the ongoing supply of goods/services, ensuring ordering of stock/non stock supplies is procured appropriately and in line with Trust procurement policy
- Use of finance/procurement ordering and invoicing systems for personal use
Decisions and Judgements
- Plan workload in agreement with line manager and prioritise workload as appropriate
- Works to achieve agreed objectives and is given freedom to do this in own way working within broad professional policies
- Work to multiple PMO officers simultaneously and prioritise workload according to individual project and programme deadlines
- Update the PMO team on progress against programmes and projects they are supporting and escalate issues as appropriate
- Acts independently but with appropriate support from senior team members
- Act within their own area of responsibility
- Participate and contribute to regular team meetings and team development sessions.
- Commitment to developing skills and knowledge as agreed between post holder and the team, line manager and the individuals they support
- Participate in regular supervision and appraisal with line manager and contribute to own personal development plan
Communication and Relationships
- The post holder will be required to develop effective working relationships with the Service Development & PMO team, Care Group and corporate teams
- Develop effective working relationships with Project Managers and establish regular forums to ensure awareness of the project and its aims/deliverables, providing guidance and recommendations for appropriate courses of action, in line with the PMO Framework, when required
- Working closely with Project Managers to ensure that project progress is being maintained, with all information being up to date throughout the project and at each gateway review to inform effective assurance and governance processes
- Regular communications, both internally and externally, at all levels including members of the senior leaders and external suppliers
- Excellent communication skills (verbal and written), requiring tact, diplomacy and confidentiality to deal with all enquiries
- The post holder should be dynamic, pro-active and contemporary in their approach to communications, taking advantage of the range of different methods and tools available to communicate out messages as required
- Communicate/present complex information/data
Physical Demands of the Job
- The job is required to use IT equipment such as laptop/PC, more or less continuously throughout the day
- Comprehensive advanced keyboard skills are required with a high demand for accuracy, which is carried out on a daily basis
- The post holder will be mainly desk based but travel may be required across a wide geographical area
- Requirement to travel for meetings and events as appropriate
Most Challenging/Difficult Parts of the Job
- Concentration in a variety of situations with the ability to respond to a number of diverse situations at short notice, reprioritising the workload
- Prolonged use of VDU
- Requirement to meet strict deadlines
- Being able to make progress in the required areas whilst working with a number of competing and conflicting priorities including external factors that may negatively impact the work
- Occasional indirect exposure to distressing or emotional circumstances
Job description
Job responsibilities
KEY RESPONSIBILITIES:
Main duties and responsibilities
- Ensure the smooth functioning of the project management system by actively maintaining and monitoring performance and functionality, identifying any gaps and seeking resolution with team members/suppliers. Additionally, you will be responsible for identifying opportunities to enhance and develop the system further, streamlining project workflows and maximising efficiency.
- To provide support to project teams, advising on project management best practice methodologies including Prince2
- Actively contribute towards the review and update of PMO systems and processes, including the undertaking of cyclical audits and to communicate changes to appropriate stakeholders through a variety of methods including facilitated workshops, training sessions, key message bulletins and presenting at relevant meetings
- The post holder will support a variety of portfolios/programmes to ensure adherence to project management framework
- Maintain a thorough understanding of projects within the project management system to ensure an effective and informed first point of contact to project managers and key stakeholders and have an awareness of pipeline activities which may support wider service planning discussion
- Advise project manager and project support officers on PMO framework, processes and systems
- Support in the delivery of service training around project management and the Trust project management system.
- Ensure project managers and teams have access to project management templates, tools and resources to ensure consistency of project documentation and capturing of key information
- Assist project managers with the project lifecycle, including advising on project documentation, escalation of issues, meetings, planning, reporting, risk and project closure
- To support project managers in developing and establishing project governance
- Support project managers in the development or the review of project scope documentation
- Supportprojectmanagers in the creation or review of project plans ensuring that high level milestones are clear
- Support project managers and project teams to ensure that all aspects of project governance is in place and that all documentation is completed with timescales
- Support project managers to ensure that they are able to effectively monitor and track project delivery in order to ensure that proactive andtimely actions are undertaken
- Support project managers throughout the process by ensuring that any process or system related actions that require the support of PMO are actioned in a timely way
- Through effective relationship management, ensure that projects are reviewed at each gateway of the project and approved through the appropriate governance to ensure that projects are progressing in a timely way
- Record, monitor and report data on Trust projects against required PMO quality standards, highlighting potential issues to ensure standards and consistency of data is met
- To assist in the creation of reports on project status and project progress for relevant committees liaising with PMO colleagues and project managers to provide the latest information
- As part of the PMO team, identify interdependencies across projects/programmes and ensure this are reported, tracked and that projects/programmes are aware as appropriate
- Support project managers with decisions around project status reporting and escalation procedures
- Support project managers around the effective closure of projects ensuring that outstanding actions are clearly documented with identified handover plans
- Advise project managers around issue and risk management processes
- Represent the team at appropriate internal and external meetings and forums, including contributing to debate and discussions, ensuring that other team members are informed of key updates.
- Attend and participate in the Programme Steering Group meetings for your portfolio and ensure that any PMO actions are actioned, discussing or seeking support from team members as needed
- When appropriate, and subject to changes in the overall governance structure, you maybe requiredto:
- Provide management and administrative support to specific committees/boards asrequested by the Head of Service Development and PMO
- Take responsibility for preparation of agendas, managing the preparation and distributionof papers in advance ofmeetings and transcribing of minutes
- Coordinate any follow-up actions or updates and ensure these are fed intosubsequent meetingsappropriately
- Monitor, manage and action personal and team email accounts
- Support in making amendments to policies and processes within the service as required.
- To ensure that the Trusts policies and procedures are adhered to in management of projects
Training & Personal Development
- To undertake training and development necessary to fulfil the requirements of the post
- To take every reasonable opportunity to maintain and improve your professional knowledge and competence
- To participate in personal objective setting and review, including the creation of a personal development plan and the Trusts appraisal process
Systems and Equipment
- The post holder will need to be able to use standard PC desktop equipment and standard Microsoft Office packages including Outlook, Word, Excel and PowerPoint
- In depth use of the project management system for administration and management of PMO projects
- Requirement to maintain, update and report from information databases
- In depth use of Microsoft Project for project and programme plans
- Use of risk management system
- Responsible for the ongoing supply of goods/services, ensuring ordering of stock/non stock supplies is procured appropriately and in line with Trust procurement policy
- Use of finance/procurement ordering and invoicing systems for personal use
Decisions and Judgements
- Plan workload in agreement with line manager and prioritise workload as appropriate
- Works to achieve agreed objectives and is given freedom to do this in own way working within broad professional policies
- Work to multiple PMO officers simultaneously and prioritise workload according to individual project and programme deadlines
- Update the PMO team on progress against programmes and projects they are supporting and escalate issues as appropriate
- Acts independently but with appropriate support from senior team members
- Act within their own area of responsibility
- Participate and contribute to regular team meetings and team development sessions.
- Commitment to developing skills and knowledge as agreed between post holder and the team, line manager and the individuals they support
- Participate in regular supervision and appraisal with line manager and contribute to own personal development plan
Communication and Relationships
- The post holder will be required to develop effective working relationships with the Service Development & PMO team, Care Group and corporate teams
- Develop effective working relationships with Project Managers and establish regular forums to ensure awareness of the project and its aims/deliverables, providing guidance and recommendations for appropriate courses of action, in line with the PMO Framework, when required
- Working closely with Project Managers to ensure that project progress is being maintained, with all information being up to date throughout the project and at each gateway review to inform effective assurance and governance processes
- Regular communications, both internally and externally, at all levels including members of the senior leaders and external suppliers
- Excellent communication skills (verbal and written), requiring tact, diplomacy and confidentiality to deal with all enquiries
- The post holder should be dynamic, pro-active and contemporary in their approach to communications, taking advantage of the range of different methods and tools available to communicate out messages as required
- Communicate/present complex information/data
Physical Demands of the Job
- The job is required to use IT equipment such as laptop/PC, more or less continuously throughout the day
- Comprehensive advanced keyboard skills are required with a high demand for accuracy, which is carried out on a daily basis
- The post holder will be mainly desk based but travel may be required across a wide geographical area
- Requirement to travel for meetings and events as appropriate
Most Challenging/Difficult Parts of the Job
- Concentration in a variety of situations with the ability to respond to a number of diverse situations at short notice, reprioritising the workload
- Prolonged use of VDU
- Requirement to meet strict deadlines
- Being able to make progress in the required areas whilst working with a number of competing and conflicting priorities including external factors that may negatively impact the work
- Occasional indirect exposure to distressing or emotional circumstances
Person Specification
Qualifications and Training
Essential
- Degree level qualification appropriate to post or equivalent experience
- Project Management qualification (e.g. PRINCE2 / MSP / Agile) or actively working towards a qualification
Desirable
- Quality Improvement training / qualification
- Project Management qualification at Practitioner level
Experience
Essential
- Proven experience in a project support role
- Experience of working in administration environment
- Experience of working within a project and/or programme environment
- Experience of supporting projects and initiatives, utilising project methodology
- Experience of building strong relationship with staff across professional boundaries
- Experience of supporting teams and services
Desirable
- Experience in the NHS
- Experience in the identification of project requirements, design, and evaluation of outputs
- Experience of supporting major projects and associated admin / meeting support
- Experience of working within a PMO function
- Experience of working with a project management system
Skills, Knowledge & Abilities
Essential
- Comprehensive skills in the use of Microsoft Office applications including MS Project, Powerpoint, Word, Excel
- Knowledge of project management tools, techniques and project principles
- Ability to work across organisational and professional boundaries
- Good interpersonal skills and the ability to develop and maintain effective work relationships
- Ability to work with colleagues in clinical and corporate settings
- Ability to work effectively as a member of a team
- Excellent communication skills and the ability to negotiate, influence and facilitate effective interaction with key stakeholders and suppliers
- Excellent interpersonal skills and the ability to effectively collaborate with colleagues
- Effectively communicate and manage messages
- Ability to manage customer and colleague expectations appropriately
- Ability to listen to, understand and follow lengthy or multi-step instructions and narratives
- Ability to plan and prioritise own workload whilst maintaining consistency and quality within tight deadlines
- Ability to effectively prioritise tasks and reprioritise to meet conflicting demands
- Ability to contribute and produce documents and reports with attention to accuracy, detail and present at key groups
- Ability to analyse, investigate and interpret information and queries
- Ability to co-ordinate information and actions to formulate a response
- An awareness of project management methodologies
- Ability to keep accurate and up to date project documentation to monitor project progress, monitor performance and provide assurance
- Ability to manage a high workload
- Flexible approach and adaptability to manage change
- Resilient under pressure
- Creative and innovative when it comes to problem solving
- Ability to support and facilitate workshops and meetings
- Demonstrate an understanding of confidentiality issues regarding patients, staff and sensitive Trust and wider Committee matters
- Able to support the delivery of programmes within and across diverse groups and individuals in relation to the implementation of transformational change and service developments
- Ability to support with the delivery of service training modules (BluSky/PftW)
- Excellent understanding of computer systems
Desirable
- An understanding of NHS systems, applications and processes
- Understanding/previous use of Project for the Web
- Previous use of Power BI to view reports
Personal Attributes
Essential
- Treat staff, service users and partners with dignity, respect and courtesy at all times
- Passionate about improving the services we provide for service users.
- Motivated to deliver change to services
- Demonstrate a willingness to undertake further training, identification of own development and training needs
- Be trustworthy, dependable, highly flexible and good team player
- Demonstrate an understanding of Health and Safety issues with regards to self and team members
- Positive in approach at all times
- Confident with a high level of drive, enthusiasm and commitment.
- Ability to travel across a geographical area
- Ability to demonstrate the positive application of our behaviours.
- Respectful
- Honest and Trustworthy
- Caring and Compassionate
- Taking the time to talk and listen
- Working together and leading by example
Person Specification
Qualifications and Training
Essential
- Degree level qualification appropriate to post or equivalent experience
- Project Management qualification (e.g. PRINCE2 / MSP / Agile) or actively working towards a qualification
Desirable
- Quality Improvement training / qualification
- Project Management qualification at Practitioner level
Experience
Essential
- Proven experience in a project support role
- Experience of working in administration environment
- Experience of working within a project and/or programme environment
- Experience of supporting projects and initiatives, utilising project methodology
- Experience of building strong relationship with staff across professional boundaries
- Experience of supporting teams and services
Desirable
- Experience in the NHS
- Experience in the identification of project requirements, design, and evaluation of outputs
- Experience of supporting major projects and associated admin / meeting support
- Experience of working within a PMO function
- Experience of working with a project management system
Skills, Knowledge & Abilities
Essential
- Comprehensive skills in the use of Microsoft Office applications including MS Project, Powerpoint, Word, Excel
- Knowledge of project management tools, techniques and project principles
- Ability to work across organisational and professional boundaries
- Good interpersonal skills and the ability to develop and maintain effective work relationships
- Ability to work with colleagues in clinical and corporate settings
- Ability to work effectively as a member of a team
- Excellent communication skills and the ability to negotiate, influence and facilitate effective interaction with key stakeholders and suppliers
- Excellent interpersonal skills and the ability to effectively collaborate with colleagues
- Effectively communicate and manage messages
- Ability to manage customer and colleague expectations appropriately
- Ability to listen to, understand and follow lengthy or multi-step instructions and narratives
- Ability to plan and prioritise own workload whilst maintaining consistency and quality within tight deadlines
- Ability to effectively prioritise tasks and reprioritise to meet conflicting demands
- Ability to contribute and produce documents and reports with attention to accuracy, detail and present at key groups
- Ability to analyse, investigate and interpret information and queries
- Ability to co-ordinate information and actions to formulate a response
- An awareness of project management methodologies
- Ability to keep accurate and up to date project documentation to monitor project progress, monitor performance and provide assurance
- Ability to manage a high workload
- Flexible approach and adaptability to manage change
- Resilient under pressure
- Creative and innovative when it comes to problem solving
- Ability to support and facilitate workshops and meetings
- Demonstrate an understanding of confidentiality issues regarding patients, staff and sensitive Trust and wider Committee matters
- Able to support the delivery of programmes within and across diverse groups and individuals in relation to the implementation of transformational change and service developments
- Ability to support with the delivery of service training modules (BluSky/PftW)
- Excellent understanding of computer systems
Desirable
- An understanding of NHS systems, applications and processes
- Understanding/previous use of Project for the Web
- Previous use of Power BI to view reports
Personal Attributes
Essential
- Treat staff, service users and partners with dignity, respect and courtesy at all times
- Passionate about improving the services we provide for service users.
- Motivated to deliver change to services
- Demonstrate a willingness to undertake further training, identification of own development and training needs
- Be trustworthy, dependable, highly flexible and good team player
- Demonstrate an understanding of Health and Safety issues with regards to self and team members
- Positive in approach at all times
- Confident with a high level of drive, enthusiasm and commitment.
- Ability to travel across a geographical area
- Ability to demonstrate the positive application of our behaviours.
- Respectful
- Honest and Trustworthy
- Caring and Compassionate
- Taking the time to talk and listen
- Working together and leading by example
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
