Project Support Officer

6 months ago

London, United Kingdom UK Export Finance Full time

**Details**:
**Reference number**:

- 358008**Salary**:

- £34,000- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Executive Officer**Contract type**:

- Permanent**Business area**:

- UKEF - DDaT - Transformation and Change**Type of role**:

- Architecture and Data
- Digital
- Project Delivery**Working pattern**:

- Flexible working, Full-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Westminster, LondonAbout the job

**Job summary**:
The Transformation and Change Division sits within the Digital, Data and Technology (DDaT) Group within UK Export Finance (UKEF). The Division is responsible for delivery of, and assurance of, the Transformation and Change Plan, the portfolio of change within UKEF.

The Transformation and Change Plan covers the next 18 months of project and programme delivery and forecasts out by a further 18 months, covering Policy, Process, Digital and Technology change, focussing on delivering the Business Plan and new Target Operating Model.

**Job description**:
The Programme Management Office (PMO) facilitates business improvement by providing practical advice and guidance, and, where appropriate, the provision of resources. It is a focal point for individual programmes and projects, for process improvement and related ownership structures, with the aim of increasing the Department's capability and capacity to deliver change effectively.

The Programme Support Officer plays a central and key admin support function at a divisional level, ensuring all PMO staff receive high level administrative support to enable them to carry out their roles efficiently and effectively. It has responsibilities for co-ordinating information, communication, monitoring and administrative activities associated with, assurance and project delivery to ensure that all information is up to date and accurate at all times and meet PMO reporting cycles.

**Person specification**:
**Main Activities**

**1. Co-ordination**
- Manage in an organised and effective manner; administrative workflow, day to day activities, and information to meet (Project Management Office) PMO reporting cycles.
- Co-ordinate highlight reporting process for Change Board by interpreting and processing data in line with PMO guideline and assist PMO with assurance and health check meetings
- Co-ordinate and collate Change Board meeting Pack to reporting deadlines.
- Co-ordinating the preparation of the agenda for meetings of the Change Board and also liaising with the chair.
- Populate the PMO Performance Report with performance data.
- Liaise with staff to organise PMO news including induction and welcoming of new starters.
- Support the maintenance of data and templates on the SharePoint Project Portal, Change Management Site and other intranet pages as required.
- Co-ordinate UKEF internal corporate calendar.
- Organise PMO Meetings and agendas such as PMO Business, Change Board and Project Management Forum
- Provide office support across the PMO as required such as electronic filling, arranging meetings, taking minutes and action log.
- Maintaining risk and issue logs and attending meetings and taking minutes.

**2. Finance Administrative Support**
- Request pro-codes for projects.
- Processing of invoices for claims/projects as necessary.
- Collate, file and distribute project monthly finance reports to the Project managers
- Business case finance logging on the prioritising tracker.
- Ensuring business case finances are logged in the budget forecast.

**3. Administrative advice**
- Resolve issues relating to PMO administration in line with PMO rules and regulation.
- Provide guidance to members of staff within the PMO and more widely across UKEF on Project Management Office administration procedures and templates such as project documents version controls.
- Advising staff of allocated Change Board actions, following up and escalating as required.
- Preparing invites, agendas and taking and distributing minutes in a timely manner for the Departmental Change Advisory Forum.

**4. Support PMO Leadership**
- Ad hoc day to day administrative and finance support, including providing cover, across Programme Management Office
- Review work practices and make suggestions regarding improvements in administrative methods in the PMO, working with colleagues to action them
- Diary management for the Chair of the Change Board & Head of Transformation

This list is not exhaustive; you may be required to carry out additional duties according to business need.
- The essential criteria can be found in the person specification within the information pack attached below._

**Qualifications**:

- 5 GCSE passes (including Maths and English) at Grade 4 (C) or above; or equivalent or relevant demonstrable experience (A)

**Behaviours**:
We'll assess you against these behaviours during the selection process:

- Managing a Quality Service
- Communic

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