PMO Support Administrator

4 weeks ago

City Of Portsmouth, United Kingdom Bell Integration - Driving Digital Transformation Full time

The Role:

Administrator-level role responsible for day to day BAU administration of the PMO function, and related data cleansing and reporting activities.


Responsibilities:

1. Support the PMO Analyst & SMO Operations Manager with administration, record-keeping and reporting, carrying out delegated activities in accordance with defined policies, procedures and practices.

2. Ensure accurate tracking of projects being delivered by Delivery & Operations via a combination of the following

  • a. PSA tool requirements (currently Changepoint)
  • i. User set up – using data weekly from HR (starter/leaver emails) and Contractor Rev/GM report from Resourcing & Recruitment to keep PSA users current and accurate
  • ii. Project set up – using New Project Set up notifications from SMO or WAR log updates to set up projects and plan resources if appropriate


  • b. Project administration, monitoring and reporting
  • i. Creating, tracking and managing customer PO spend
  • ii. Ensure that time/burn/status reports are up to date and accurate
  • iii. To maintain and create resource plans ensuring accuracy of data for engagements where no PM allocated
  • iv. Updating Changepoint with planned absence (holiday, training and longer term sick)

3. Run invoicing process through Changepoint, including proactive chasing of billing milestones and customer signed timesheets

  • a. Collation of resource timesheets and cross checking information provided
  • b. Monitor customer portals for customer POs and alert other areas of the business as necessary
  • c. Creating draft invoices (incl agreed variable invoicing e.g. Build and AWS/Azure etc.)
  • d. Supporting invoicing of expenses rechargeable to customer
  • e. Be able to provide associated MI to stakeholders via reports

4. Ensure compliant and efficient onboarding and offboarding of resources, including account creation and inclusion onto associated reporting suites. Maintain resource master plan, ensuring data quality and accuracy.

5. Management of PMO mailbox - prioritizing, actioning and filing emails accordingly.

6. Organise and arrange meetings, completing and storing minutes of meetings accordingly.

7. Collation and production of project & resource data (e.g. finance, expenses, time submission, change etc.) and MI reports; content and frequency defined by PMO Analysts & SMO Ops Manager)

8. Assist with the ongoing maintenance of the PMO Intranet site (Sharepoint) & Teams site.

9. Support with defining and guiding best practices for process improvements - ensuring consistency in quality and approach, driving continuous improvement in methods, technology choices and skills by challenging and suggesting areas for improvement.


Required Skills & Experience:

Knowledge

• Some basic understanding of Project Management methodology (desirable)

• Knowledge of PMO/ Change Management environment (desirable)


Skills

• Proficient across Microsoft Office suite (especially Excel, Outlook and Word)

• Good communication skills and an ability to communicate clearly to all levels of staff

Experience

• Strong administrative experience (essential)

• Experience of working with billing and timesheet processes (desirable)

• Data extraction and report creation in Excel (desirable)

Behaviours

• Positive, ‘can-do’ attitude, happy to adapt to meet the team’s needs

• An ability to follow process consistently and with minimal errors

• Self-starter with the ability to work under pressure within a fast-paced environment

• Excellent attention to detail and strong time management skills

• Ability to work both independently and as part of a team


What we care about:

At Bell, we believe that we are stronger together, and promote an open, collaborative culture where everyone is encouraged to be involved in the shaping of our business.

We value diversity

We seek to employ a workforce representative of the markets that we serve and work hard to ensure that all of our staff have the opportunity to thrive within a friendly and inclusive environment.

Why join Bell:

Why join bell:

  • We prioritise internal development opportunities and offer access to our Udemy training platform with over 5000 training courses
  • Competitive Salary
  • Flexible remote working
  • A generous company pension
  • 25 days annual leave entitlement plus bank holidays and the option to purchase 5 extra days
  • Healthcare and dental insurance
  • Life assurance
  • Cycle to work scheme
  • A diverse and inclusive work culture
  • Modern vibrant workplaces
  • Exclusive discounts with major retailers, discount gym memberships and access to our wellness centre


Protecting your privacy and the security of your data is a longstanding top priority for Bell Integration. Please consult our Privacy Notice (click here ) to know more about how we collect, use and transfer the personal data of our candidates

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