PMO Project Support

PERSON SPECIFICATION

NOTES TO JOB APPLICANTS

1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.

2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.

3. The stage in the process when the criteria will be measured is outlined in the table below.

4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.

5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.

6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria. 

Section 1 - Essential Criteria

The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.

FactorEssential CriteriaMethod of AssessmentQualifications/
Experience

Hold a third level qualification BTEC HNC level (UK Qualification and Credit Framework Level 4), relating to Business Administration, Management, Information Technology and have a minimum of two years' demonstrable experience working within a Project Management Office; 

OR

Have a minimum of five years' demonstrable experience working within a Project Management Office.

Shortlisting by Application Form

Experience

Demonstrable experience of MS office, applications such as Excel, Databases, Powerpoint, Visio used for documenting and reporting.

Demonstrable experience working with Microsoft Project. 

Demonstrable experience of working to deadlines and multiple tasks simultaneously, where you have made an impact within your role.

Demonstrable experience of the project life cycle, project methodologies and governance processes used to control and monitor technical initiatives.

Demonstrable experience of building and maintaining successful working relationships with internal and external stakeholders.

Demonstrable experience in monitoring project financials, forecasting and actuals and reporting to senior management.

Shortlisting by Application Form

Other

The successful candidate will be required\: 

to have access to a suitable vehicle (appropriately maintained and insured for Education Authority business) that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion;

OR

be able to provide sufficient information on the application form that will satisfy the employer that he/she has access to an appropriate alternative form of transport that will enable them to carry out the mobility requirements of the post in an efficient and effective manner and thus meet this essential criterion.

Shortlisting by Application Form

Section 2 - Essential Criteria

The following are additional essential criteria which will be measured during the interview/selection stage in line with EA's Game Changing People Model.

FactorEssential CriteriaMethod of AssessmentKnowledge

Knowledge of Project Methodologies, both Waterfall and Agile and commonly utilised PMO governance processes.

Interview

Skills/
Abilities

In line with EA's Game Changing People Model we will look for evidence of:

Strong collaborative skills to build genuine and productive relationships with internal & external stakeholders.

A customer focused passion for creating solutions with a positive attitude to implementing improvements/change.

Proven effective decision-making and problem-solving skills.

Excellent oral and written communication skills.

Ability to successfully manage multi-priorities in a fast-paced and changing environment.

Interview

Values Orientation
Evidence of how your experience and approach to work reflect EA's ethos and values. You will find information about our Values here.
 

Interview

Our Values

Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.

DISCLOSURE OF CRIMINAL BACKGROUND

The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as 'regulated activity'. 

In the event that you are recommended for appointed to a post that involves 'regulated activity', the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background.  Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate.  Details of how to make payment will be sent to you at the pre-employment stage.

Further information can be accessed at NI Direct or the Department of Justice.

APPLICANT GUIDANCE NOTES

To view the applicant guidance notes, please click here.

To learn about the many great benefits of joining the Education Authority, click here

 The Education Authority is an Equal Opportunities Employer.

Job Description 

Responsible to\:  PMO Lead   

Job Purpose:

The post-holder will report directly to the PMO Lead and will be required to work effectively with senior staff across the ICT Service. The post-holder will assist with the establishment and maturity of the PMO through the implementation of a standardised governance process and ensure project controls are in place   throughout the project-cycle of all initiatives within the ICT Programme of work.  He/she will contribute to the effective functioning of ICT Projects by Providing programme support and guidance in the areas of PMO Analyst , Project support  and supporting the service across a full range of duties ensuring the efficient organisation of the service and the provision of high quality, confidential, comprehensive administrative and project based work.

The PMO support will be required to perform a variety of functions in a range of roles which, depending on circumstances, may either separate posts or combination of one or more of the following\: -

PMO Analyst

• Support project managers in ensuring that budgets, risks, issues, and changes are managed effectively
• Managing and supporting the Project and Portfolio Management (PPM) Solution
• Assisting Project Managers in the use of our tools, methods, and processes
• Ensuring projects are compliant with agreed Project Management Framework and have appropriate governance in place that support successful delivery of project.
• Working directly with our internal stakeholders and external suppliers to ensure effective project  delivery
• Provide projects teams with templates and best practice guidance when required and act as central "lessons learned" body.

Project Officer

• Assist the delivery of work Programmes to meet needs of designated business areas.
• Assisting the ICT Projects team with the development of project documentation including but limited to, requirements specification, procurement documentation and project delivery schedules and reports.
• Management of specific stages within the project as and when required.
• Organisation of provision of support for end users and ensuring projects are communicated to and transitioned to BAU in an effective manner.
• Identification of project risks and issues and collating reports to Senior Management.
• Creation of Project schedules and project documentation required throughout the project life-cycle.
• Finance & Project Support including raising of Project orders
• Creation and collation of projects reports on behalf of the Project Manager.

Main Duties and Responsibilities:

General Duties

• To provide a high quality, confidential support service to the PMO Lead ensuring that his/her time is managed and utilised in the most effective manner.
• Provide support, advice and coaching to Project Managers in the use of ICT project tools, methods and processes. ensuring that Project matters are effectively and consistently dealt with. 
• Organising meetings, including collating papers, briefing delegates and taking minutes.
• To be responsible for the development, management, implementation and maintenance of comprehensive administrative support within their area of responsibility.
• To provide administrative support involving the handling of general correspondence and enquiries, undertaking requisitions and diary management.
• To develop and maintain filing and electronic information systems.
• To liaise with and support the needs of the PMO Lead and Project Managers as and when they arise.
• To respond to requests for information relating to ICT PMO and Project Management Framework   as and when necessary.
• To use own initiative to respond positively to issues which arise.
• Monitor ICT Project Budgets and approve expenditure within delegated limits.
• Collation, Preparation of related reports and stats for PMO Lead Meetings to assist in the collation and preparation of reports and stats. 
• Support and assists in the delivery of a high quality and comprehensive Service to the PMO Lead and Project Managers and will be responsible for the day to day management within their area of responsibility.
• To undertake other reasonable duties appropriate to the grade.

 Service Development.

• To provide project support to the Project Managers in the delivery of their respective technical projects or programme.
• To support the Senior Management team to ensure consistency of policies and procedures across the service. 
• To manage, coordinate and support consultation exercises includes the preparation of presentational material, records management, arranging suitable venues, preparing programmes, papers and assisting with or drafting respective reports as appropriate.
• To provide administrative support for the collection, analysis and presentation of information.
• To research and source data to support the Service in the development of Strategic approaches and delivery interventions.
• To support co-ordination of the review and update of business planning activity and to track performance delivery.
• To provide contract monitoring and contact management support to the PMO Lead.
• Ensure Software licensing is up to date for Project related software and maintain a register for all Software procurements approved by the ICT Programme Board.

Innovation

• To co-ordinate and support key pieces of ICT Project g best practice work and projects as required. 
• To draft newsletters and promotional/information materials and articles as required.

Collaborative Working

• To support the organisation of a range of conferences, training courses, workshops, seminars and events for the ICT Projects Service as required. 
• To organise and make all relevant preparations for meetings relating to the work of ICT Projects.
• To attend meetings such as good practice events or other external events on behalf of the PMO lead as and when necessary.
• Liaise with internal and external stakeholders on behalf of ICT Projects as required.

Communication and Information Management

• Maintain and manage information, records, papers, and to extract and provide regular reports from information systems for the ICT Project Service. 
• To attend and take minutes of meetings convened by the ICT Project services as required.
• To manage and keep updating the PMO Teams site allocated functions and other associated communications and digital platforms.

People Management & Development

• To line manage, support and be responsible for the development of staff within their area of responsibility providing supporting within the areas of staff Welfare/Wellbeing and resourcing. 
• To promote the corporate vision, values and culture of EA as a single regional organisation, in all processes linked to maintenance, development and implementation of assignments within their areas of responsibility.
• Ensure that employees within the Application Support team are provided with clear structure, strategies, policies and processes for their service.
• Foster a culture that supports achievement of the authority's Strategic Plan by role modelling core values and leadership behaviours to staff.
• Have supervisory responsibilities for up to 1-5 members of staff organised in groups or teams as necessary 
• To line manage, support and be responsible for the development of staff within area of responsibility providing support within the areas of Welfare/Wellbeing and resourcing. 
• To deliver awareness and governance overview sessions to ICT Projects Team as required. 

Health & Safety duties and responsibilities

• Understand the Health & Safety responsibilities of Managers & Employees within EA.
• Ensure that employees fulfil their responsibilities as outlined in the EA policies and programmes. – Fire drills, risk assessments, Accident reporting etc.
• Implement personnel management policies to ensure that everyone in the team is aware of his/hers responsibilities.
• Forster a workplace safety culture in which employees and their managers work together to ensure workplace safety

Note, Some travel across EANI sites will be required in order to attend meetings, and fulfil full range of duties and responsibility. 

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.

To view the summary of terms and conditions for this post, click here.

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