Project Support Officer

3 weeks ago

Stirling, United Kingdom University of Stirling Full time

**Post Details**
Full time
Open ended

Interviews are expected to take place on Wednesday 13 September 2023.

There is an expectation that work will be undertaken in the UK.

This role is not eligible for sponsorship. Applicants require to have existing right to work in the UK.

**The Post** Programme Management Office**

The Programme Management Office (PMO) is central to the management and coordination of programmes of work across Information Services and the University. The remit of the team is the successful delivery of assigned projects, as well as to provide advice, guidance facilitation and operational support for projects and IT improvement. The PMO is governed by a Programme Board which encompasses all programmes and projects underway or being planned. The PMO provides a standardised methodology, templates and approach to managing projects and enables transparent reporting against progress and objectives, and early intervention where corrective action is required.

**Main Purpose of the Project Support Officer**

The Project Support Officer provides project, change management and administrative support to the PMO Team and to projects of strategic importance, contributing to multiple projects at any given time. The Project Support Officer will contribute to the development and ongoing maintenance of project management template documentation and tools, the wider project management and process methodologies, and other resources including the PMO SharePoint Hub. The Project Support Officer will support the PMO to build project management skills and capacity across the Information Services team, to ensure that all projects no matter how small are managed and governed effectively and consistently by others.

**Description of Duties** Key Duties and Responsibilities**
- Take a lead role in the administration of the PMO, ensuring that all information, documentation and data is kept up-to-date and shared appropriately:

- Maintain the PMO project lists and SharePoint sites, liaising with project sponsors and project managers to ensure the timely update and accuracy of data held
- Maintain the PMO SharePoint Hub with updated documentation, using appropriate document version control and ensuring that sharing permissions are regularly reviewed and maintained
- Undertake full lifecycle project management for small projects and support strategic projects through the project management of assigned work packages
- Provide administrative services to project boards, project team meetings and quality reviews for projects ensuring effective and timely distribution of papers and actions. Monitor actions from boards and team meetings to ensure their completion
- Produce and promote communications, including progress of projects, compiling Award submissions and change activity
- Support the PMO project managers with the delivery of a range of workshops and other engagement activities or techniques
- Support the PMO by analysing, producing and monitoring PMO project data, resource management and compiling into Reports/Dashboard, thus sharing data with staff and stakeholders
- Provide guidance and advice to colleagues on project management methodology, tools and techniques
- Manage the PMO mailbox and triage support enquiries in support of project management, escalating more complex issues when required
- Support the review of policies, procedures and guidelines on project and business improvement procedures and updated documentation
- Provide support and coordination of the Information Services risk portfolio, including project risks, information security risks and operational risks
- Develop and maintain a centralised risk portfolio in SharePoint, ensuring risks are appropriately recorded and assigned to risk owners
- Ensure the timely updating of risk registers and risk assessments, ahead of key meetings including IS Programme Board, Information Security Board and others

**Essential Criteria** Qualifications***
- Equivalent qualification or experience

**Knowledge & Experience***
- Experience in a busy and demanding work environment, ability to work under pressure at times; to produce accurate work to deadlines with attention to detail
- Experience of supporting and documenting a PMO or similar business area
- Experience of scheduling and coordinating boards and other governance activities, including the preparation and distribution of documentation
- Demonstrable experience of writing documentation including support materials, project documents, etc
- Excellent understanding and experience of technologies, including SharePoint, O365 and other related tools
- Experience of capturing and managing data with a high degree of precision

**Skills &** **Attributes**
- Highly organised approach to managing workload, with the ability to work calmly and systematically
- Excellent written and oral communication skills, with the ability to communicate appropriately and effectively with a wide range of stakeholders
- Proven abilit

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