Senior Portfolio Coordinator

3 weeks ago

Bristol, Bristol, United Kingdom Cabinet Office Full time

Job Overview

The Portfolio Office is an innovative team within the Cabinet Office Portfolio Delivery, dedicated to enhancing and refining the project and delivery management practices of CO Digital. Our objective is to cultivate a supportive and streamlined environment that empowers our project and portfolio delivery community. A key focus of our efforts is to enhance the precision and dependability of our cross-portfolio reporting, which is essential for identifying ongoing improvements and monitoring our performance.

We are committed to implementing informed, targeted, and advantageous changes that are anticipated to enrich the experiences of our delivery community and its stakeholders. In pursuit of this goal, we advocate for processes and best practices that will enable Cabinet Office Digital to effectively manage and execute its projects. The Portfolio Office endorses a flexible approach to project and delivery management, acknowledging the unique nature of each project and the necessity for adaptability to achieve optimal outcomes. However, we are also standardizing our processes where appropriate, in collaboration with our colleagues.

Our project management methodologies encompass Agile, Waterfall, or a hybrid of both. We adopt a 'best fit' strategy for project management within CO Digital, selecting the most suitable delivery methodology to meet business requirements and ensure successful outcomes.

The Portfolio Office promotes professional growth, develops the necessary tools and governance for successful delivery, offers guidance, coaching, and mentoring support, standardizes Portfolio Delivery processes, and emphasizes the importance of continuous improvement and learning from experiences.

Role Description

The Portfolio Manager will play a crucial role within the team, collaborating with colleagues in the Portfolio Office to plan, execute, and report on CO Digital's extensive and high-value portfolio. The incumbent will leverage their expertise in project, program, and portfolio methodologies to manage the Cabinet Office Digital Portfolio. The Portfolio Manager will assist the Head of Portfolio by overseeing the daily management of Portfolio activities and practices in alignment with the strategic direction set by the Head of Portfolio. They will also refine and enhance the Portfolio Office's daily operations in accordance with this strategic vision. Utilizing their insights from daily delivery, they will identify and communicate potential threats, opportunities, strengths, and weaknesses as they arise, proposing innovative working methods to drive efficiencies and improve effectiveness.

In partnership with colleagues, the post holder will enhance CO Digital's Portfolio performance, evaluating the success of outcomes, monitoring compliance, managing and mitigating risks, and encouraging the pursuit of opportunities. They will foster strong relationships across the Cabinet Office, establishing robust networks that enhance the Portfolio's effectiveness, facilitate constructive discussions, and drive successful results. They will contribute to CO Digital's transformation by designing and implementing changes that streamline processes, increase efficiencies, upskill staff, and promote consistency and best practices.

The role holder will be expected to utilize their substantial negotiation and influencing skills to nurture and grow the Portfolio. They will be integral to realizing the Portfolio Delivery strategy, particularly in consolidating CO Digital's daily delivery activities under Portfolio Delivery.

They will be responsible for delivering clear and articulate messaging, holding colleagues accountable for their deliveries and broader Portfolio commitments. This role will be supervised by the Grade 6 Head of Portfolio, and the role holder will serve as a senior leader within CO Digital's Portfolio Office, stepping in for the Head of Portfolio and others during their absence. This position may include line management responsibilities.

Key Responsibilities

  • Implementing and disseminating best practices while developing and applying project procedures, tools, and techniques to standardize methodologies and achieve efficiencies.
  • Providing reporting, assurance, business intelligence, and insights on behalf of the CO Digital Portfolio Delivery Function.
  • Coordinating project reporting and delivering performance analysis at the Portfolio level to senior management.
  • Acting as a supportive critical friend to colleagues, coaching staff on effective governance control implementation and compliance. The role holder will champion staff empowerment, corporate values, and active learning.
  • Ensuring that project risks, issues, assumptions, and dependencies are effectively managed, with appropriate corporate controls applied.

Candidate Profile

Essential Qualifications:

  • Strong understanding of financial and commercial management.
  • Extensive experience in project and/or portfolio management.
  • Excellent analytical skills, with a proven track record of utilizing data and information to inform effective decision-making in dynamic program delivery environments.
  • Exceptional relationship management skills, with experience in building constructive relationships and collaborating within teams.
  • Outstanding communication skills, with a history of using clear messaging to promote buy-in for best practice standards and processes at all organizational levels.
  • High resilience and adaptability to changing priorities and processes; experience in delivering within an organizational change context is advantageous.
  • Significant experience in Risk, Issue, Assumptions, and Dependency reporting, with the ability to mentor others in these areas.
  • Proficient in effectively mapping and monitoring multiple complex projects and programs.
  • Previous experience in coaching and mentoring others in relation to the above.

Additional Information:

A minimum of 60% of your working time should be spent at your principal workplace. Attendance at other locations for official business will also contribute to this requirement.

Behaviors:

We will assess you against these behaviors during the selection process:

  • Delivering at Pace
  • Changing and Improving
  • Making Effective Decisions
  • Communicating and Influencing
  • Working Together

Benefits:

Alongside a competitive salary, the Cabinet Office contributes significantly towards membership in the Civil Service Defined Benefit Pension scheme.

  • Learning and development tailored to your role.
  • An environment with flexible working options.
  • A culture that encourages inclusion and diversity.
  • An attractive pension scheme with benefits for dependants and average employer contributions of 27%.
  • A minimum of 25 days of paid annual leave, increasing by one day per year up to a maximum of 30.

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