Portfolio Management Office Lead

Role Purpose

The PMO Lead reports to the Programme Delivery Manager who is responsible for co-ordinating the Corporate Change governance, commissioning and implementation of all strategic projects, programmes, continuous and performance improvement initiatives across West Midlands Police to deliver the WMP's Strategy and Corporate Change Portfolio and the management of new opportunities and risks.

The PMO Lead role involves the Leadership and Accountability for the end-to-end Change Governance Framework to ensure the delivery of Corporate Change, including, the commissioning of initiatives, projects and improvement activity as well as overseeing the controlled delivery of the work through to initiative closure and subsequent assurance arrangements.

This role is accountable for setting Governance standards, process and policies for the delivery of all change and improvement activities within the Governance Framework including the Governance Board arrangements, templates, metrics and reporting needed to support successful delivery.

The role is responsible for ensuring there is a clear commissioning process in place and a pipeline of initiatives, projects or improvement proposals from initiation to mobilisation, working closely with senior business stakeholders to ensure all activity is necessary and sufficient to deliver the Force strategy.

The role is responsible for ensuring that all improvement proposals and business cases are robust and fully aligned to the Force strategy/Business plan, have effective business ownership, the objectives are deliverable and effective risk management and governance is in place to deliver the best possible outcomes.

The role is responsible for the identification, management and reporting of benefits both within the Change Portfolio and wider organisational activity to support the strategic objectives of WMP.

The role will manage the Commissioning pipeline and manage resource demand through supply and demand analysis. This involves the recruitment, assignment and deployment of the specialist capabilities and resources within the Corporate Change Team or procured from external agencies to individual activities, initiatives and projects.

The role holder will also lead, Line Manage, coach and develop the PMO team to achieve successful delivery of the Change Plan.

The post-holder will need to think pro-actively, creatively and systematically; they will be able to make evidence- based judgements, but also be willing to take innovative approaches; they will combine energy and enthusiasm with the drive to see things through and have strong self-management and organisation skills.

Key Responsibilities:

The management of the end-to-end Corporate Change Governance Framework, processes and reporting to ensure effective delivery of the Force's Strategy and associated Business plan. Managing and maintaining the Forces Change Plan and all associated dependencies. Designing, implementing and continuously improving a clear Change Governance Framework informed by the Head of Corporate Change. To provide, comprehensive and effective governance of the Force Change Plan that is future proof, agile and minimises duplication. Leads, owns and reviews all Change Governance and commissioning criteria, business processes, procedures and templates and develops and implements opportunities to improve the processes. Ensure the Governance and Commissioning processes are well defined with clear roles and responsibilities which are understood by stakeholders, and is functioning efficiently and compliant. Embed a governance culture that ensures the delivery of key objectives through robust risk management and compliance with relevant legal and regulatory requirements. Drives and Leads the Change Governance cycle in conjunction with the Head of Corporate Change including the scheduling, agenda setting and ensuring proportionate action management. Maximise effective governance through training and development plans, team evaluation and ensuring the appropriate skills mix. Advise the Corporate Change governance all Improvement Proposals under consideration. Manage and be accountable for the commissioning process to ensure that it delivers robust improvement proposals and business cases which are aligned to the Force Strategy and complimentary Corporate Change Portfolio, including development, stakeholder review and all associated Governance bodies. Manage the reporting of funding, financial tracking, organisational capacity, interdependencies, benefits realisation, resourcing, risk and issue management, cost and quality to deliver all initiatives within the Corporate Change Portfolio. Responsible for ensuring there is a clear commissioning pipeline of initiatives, projects or improvement proposals from initiation to mobilisation working closely with the senior business stakeholders to ensure all activity is necessary and sufficient to deliver the Force strategy. Facilitate risk identification and provide quality assurance for risks during the commissioning process and that risks are escalated appropriately to force decision making forums. Ensure that all improvement proposals and business cases receive necessary and timely quality assurance from relevant stakeholders, Ensure that all inter-dependencies between proposed and existing projects and initiatives are understood and impact assessed. Developing and maintaining the portfolio wide roadmap, ensuring impacted changes, interdependencies, risks and issues are flagged to Senior Leadership and Change Governance forums as appropriate Proactively supports and provides Consultancy for the development of robust Business Cases and improvement proposals through Commissioning, ensuring challenge and alignment to the Force strategy and all dependencies are highlighted and understood. Manages the Commission triage process including those from the Innovation Portal, critically appraising each proposal and advising on the best approach. Leads on ensuring all commissioned activities meet the necessary and proportionate Governance standards including progress reporting, risk and issue management/escalation, effective planning, action management and Change Control. Responsible for the proactive co-ordination, design, presentation and Interpretation of Progress and status Reports and associated data on the delivery of the Change plan, highlighting key trends, issues and areas of significant risk, highlighting areas in need of additional scrutiny Provide advice on best practice Governance, commissioning and initiative/project management standards. Responsible for maintaining and prioritising the capacity and demand for Corporate Change team resources to inform business decision making. Managing and maintaining recruitment and resourcing plans across the Portfolio of work delivering the Change Plan. Proactively providing resourcing recommendations based on project and initiative delivery Makes recommendations for the Prioritisation of change and improvement initiatives in line with the Change Plan. Provide day to day line management and professional development of the PMO. Manage the initiative and project assurance process including assurance reviews to ensure standards are being effectively applied across the Governance process and in the delivery of the key initiatives and projects. Manage the recruitment and succession planning for the function in conjunction with POD. Support the Procurement of and maintain oversight of the financial management of any outsourced contracts to support delivery of the Corporate Change Portfolio. Hold the project managers to account in maintaining the benefit profiles and tracking information for all significant initiatives and investments. Build and maintain excellent relationships with all key Senior stakeholders, ensuring communications are timely, pre-emptive and having the difficult conversations where required. Manage the Governance information management system including auditable decisions, actions and agreements. Support the financial reporting for the commissioned projects and initiatives liaising with Finance regarding monitoring of financial spend and investment appraisal Maintain the benefit profiles and tracking information for the commissioned projects and initiatives Responsible for the identification, management and reporting of benefits both within the Change Portfolio and wider organisational activity to support the strategic objectives of WMP. Build and maintains excellent relationships with all key portfolio stakeholders Facilitate sessions and hold lessons learnt to ensure best practice for the delivery of change within WMP is managed and maintained Any other duties commensurate with the role and band/grade. Knowledge and Experience

Essential:

Educated to degree level Certified PRINCE2 Practitioner or equivalent A minimum of 3 years' experience of working within a Governance Management environment or mature PMO function. A minimum of 3 years' experience of working within a Project Management or Programme Management environment Demonstrable and significant working knowledge of effective commissioning and Governance Frameworks to ensure strategic alignment. Over 3 years' experience of delivering effective business case and improvement initiative development including strategic alignment, cost benefit and risk analysis. Experience of resource supply and demand management Experience of Managing external contracts and contractors. Experience of strategic Leadership and managing and Influencing a wide variety of Senior Stakeholders (internal & external). Experience of analysing the impact of initiatives/projects/activities on the organisation's operating model. Ability to work effectively both independently and collaboratively as part of a team. Demonstrable ability to prioritise work to meet critical deadlines. Experience and competent with practical use of the standard Microsoft Office Suite; Excel, Word, PowerPoint etc. Experience of implementing Governance and project management principles Demonstrate a personal commitment to own professional development Desirable:

Over 3 years' Experience Line managing multi-skilled teams operating in a matrix management environment Experience of managing projects within a public sector environment Experience and competent with practical use of the Microsoft 365 applications; SharePoint, Project and Visio Qualifications/certified P3O, PRINCE2Agile Risk Management, Managing Benefits quals or 3yrs equivalent experience Continuous Improvement Methodology Skills

Essential:

Change Governance Management/Change Portfolio Management Project Planning and Management skills (scoping, planning and execution) Excellent organisational skills Resource Management and supply and demand analytical skills Strong problem solving and analytical skills Risk and Issue management Change Control and Configuration Management Benefit Realisation Management. Ability to prioritise and manage conflicts (people and tasks) Excellent Networking, engagement, persuasion, influencing and communications skills Excellent written, oral and presentations skills including presenting to Senior Leaders. Ability to show tact and diplomacy managing sensitive issues in a discreet manner at all levels Strategically aware with the ability to see the 'bigger picture' Effective decision-making skills based on business and strategic needs Excellent leadership and people management skills Ability to build effective collaborative relationships with a wide range of professionals within and around West Midlands Police Coaching and mentoring skills Strong numerical and verbal critical reasoning ability Possesses a high degree of accuracy and attention to detail Experienced and competent in the use of MS Office applications (specifically Share Point, Word, Excel and PowerPoint) Probationary Policy:

Under the Probation Policy, if you are currently in your probation period, during your probationary period you will not be permitted to apply for alternative police staff roles within the Force unless there are exceptional circumstances. In such cases, you would require the support of your line manager prior to applying for alternative roles, and if successful, your probationary period will start over.- Policies - Probation Period (Police Staff) (wmpad.local)

Hours and Location

The role is based in Lloyd House. This role is full time and therefore subject to standard contractual hours (36.5) but flexible working arrangements will be considered and accommodated wherever possible. The post holder will be expected to work in an agile manner (usually a minimum of 60% in Lloyd House) in accordance with the demands of the role. Lloyd House operates a hot desk policy

Vetting

Successful applicants will be required to pass Recruitment Vetting and Counter Terrorism Clearance scrutiny prior to commencing their role, this will include a full background & financial disclosure as part of the vetting process.

Medical

Appointment to this role will be dependent upon successfully medical checks, which may include a drugs test and if required a fitness test.

Contact

For further information please contact Nigel Johnston on nigel.johnston@westmidlands.police.uk

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