Programmes Office Manager

3 weeks ago

London, United Kingdom Greater London Authority Full time
The post holder will manage and provide leadership of the performance, activities and operation of the Programme Management Office with the objective of ensuring all Skills & Employment projects are delivered using 'best-practice' project delivery methodologies to enable and support delivery within the agreed scope, time, cost and quality.

Main responsibilities will include:

  1. Lead on all aspects of standard setting and monitoring of Quality, Risk and Assurance to enable and support the effective and efficient performance of the Skills and Employment Delivery Teams in the development, implementation and delivery of projects related to the existing Mayoral and externally funded programmes including the Adult Education Budget (AEB) business cycle from project contract to evaluation;
  2. Oversee the development, introduction and improvement of the Skill and Employment Unit's Project Delivery Approach, including designing and managing a reporting framework for all programmes and projects across the Skills & Employment Unit;
  3. Provide strong leadership in a matrix environment to promote best practice in managing interrelated projects and programmes to support successful delivery of the Skills and Employment agenda.
Principal accountabilities

  1. Lead on programme management across all the Skills and Employment Unit programmes in line with any GLA programme management methodology to deliver the agreed aims and outcomes of their funds on behalf of the Mayor, including strategic oversight of business process design and implementation, programme level finance and performance management, quality assurance, project management process, programme level reporting and governance, ensure that reporting deadlines, both internal and external are met with efficiency and accuracy.
  2. Develop and maintain databases, and access, manipulate and analyse data held on other databases, as required to meet the Skills & Employment Unit's management information requirements, as well as strategy development and funding and systems planning.
  3. Act as a reference point for PMO queries and information and an advocate for best practices in project management, including providing support to the team on change control, risk and issues management, performance measurement, project management and control tools.
  4. Maintain regular and accurate reporting to the Senior Managers and Assistant Directors, with respect to the current and forecast financial and output status on the Skills & Employment Unit's projects, providing early warning of emerging issues and troubleshoot or escalating as appropriate to ensure delivery within allocated budgets, timescales and quality standards.
  5. Manage relationships with and ensure the information requirements are met for internal and external functional and operational bodies such as, the Skills for Londoners Board, the AEB Mayoral Board and its sub groups, funding bodies, Government departments and key partner agencies in the performance management of the unit's programmes.
  6. Manage and maintain the Skills & Employment Unit's risk register, implement risk analysis and support risk mitigation and contingency plans for the Delivery Team's to support effective and efficient delivery of targets to time and budgetary deadlines.
  7. Ensure that the team's pipeline information is high quality and that corporate requirements for maintaining accurate data on financial forecast and profile, output forecast and profile, milestones and potential risks are met and support services are provided with regular, accurate, timely and complete information.
  8. Periodically review programmes and projects for deliverability including adequate resourcing, management and governance procedures, and accuracy of financial estimates.
  9. Provide line management to and oversee the day-to-day work of all members of the unit's Programme Office and such additional resources as directed providing guidance in project management and delivery and ensuring resources are allocated effectively to meet anticipated demand and respond to changing priorities.
  10. Co-ordinate and assure the involvement of all relevant parts of the GLA Group in the programmes' performance management, including colleagues from legal, finance and teams from other functional bodies of the GLA.
  11. Realise the benefits of London's diversity by promoting and enabling equality of opportunities and promoting the diverse needs and aspirations of London's communities.
  12. Realise the benefits of a flexible approach to work in undertaking the duties and responsibilities of this job, and participating in multi-disciplinary, cross-department and cross-organisational groups and project teams.
Person specification

Technical requirements/experience/qualifications
  • Experience and/or a qualification in one of the following:
    - Programme and Project Support Office (BCS Professional Certification (formerly ISEB) PPSO); Portfolio, Programme and Project Offices (APMG - P30); Managing Successful Programmes (MSP); Management of Risk (MoR); Management of Value, Portfolio, Programme and Project Management Maturity Model (P3M3), or other PMO qualification
  • Demonstrable experience of managing and delivering large-scale high value programmes, delivering results on target and within budget.
  • Thorough knowledge of project management and project control techniques, including financial analysis, project planning and appraisal, financing and risk management and evaluation
  • Proven experience of setting up and managing performance monitoring systems and processes for large scale projects and programmes
  • Excellent report writing skills with ability to present papers and highlight reports to Senior Managers and Directors
  • Excellent IT skills including advanced knowledge of Excel, with the ability to develop, maintain and analyse complex spreadsheets
Behavioural competencies

Managing And Developing Performance
is setting high standards for oneself and others, guiding, motivating and developing them, to achieve high performance and meet the GLA's objectives and statutory obligations.

Level 3 Indicators of Effective Performance
  • Motivates and inspires others to perform to their best, recognising and valuing their work and encouraging them to learn and reflect
  • Sets clear direction and expectations and enables others to interpret competing priorities
  • Agrees and monitors challenging, achievable performance objectives in line with GLA priorities
  • Manages performance issues effectively to avoid adverse impact on team morale and performance
  • Promotes a positive team culture that respects diversity and deals with barriers to inclusion
Building and Managing Relationships
is developing rapport and working effectively with a diverse range of people, sharing knowledge and skills to deliver shared goals.

Level 3 Indicators of Effective Performance
  • Delivers objectives by bringing together diverse stakeholders to work effectively in partnership
  • Actively engages partners and encourages others to build relationships that support GLA objectives
  • Understands and recognises the contributions that staff at all levels make to delivering priorities
  • Proactively manages partner relationships, preventing or resolving any conflict
  • Adapts style to work effectively with partners, building consensus, trust and respect
Communicating and Influencing
is presenting information and arguments clearly and convincingly so that others see us as credible and articulate, and engage with us.

Level 3 indicators of effective performance
  • Encourages and supports teams in engaging in transparent and inclusive communication
  • Influences others and gains buy-in using compelling, well thought through arguments
  • Negotiates effectively to deliver GLA priorities
  • Synthesises the complex viewpoints of others, recognises where compromise is necessary and brokers agreement
  • Advocates positively for the GLA both within and outside the organization
Problem Solving
is analysing and interpreting situations from a variety of viewpoints and finding creative, workable and timely solutions.

Level 3 indicators of effective performance
  • Clarifies ambiguous problems, questioning assumptions to reach a fuller understanding
  • Actively challenges the status quo to find new ways of doing things, looking for good practice
  • Seeks and incorporates diverse perspectives to help produce workable strategies to address complex issues
  • Initiates consultation on opportunities to improve work processes
  • Supports the organisation to implement innovative suggestions
Decision Making
is forming sound, evidence-based judgements, making choices, assessing risks to delivery, and taking accountability for results.

Level 3 Indicators of Effective Performance
  • Makes sound decisions quickly on behalf of the GLA when a situation requires intervention
  • Takes responsibility for team decisions, providing rationale when those decisions are questioned
  • Involves senior stakeholders early in decisions that impact them
  • Analyses organisational risks associated with decisions, including those with long term impacts, before committing to action
  • Encourages others in the team to make decisions in their own area of expertise, take appropriate risks and learn from experience
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