Programme Office Manager

Job summary

Job overview

Are you highly experienced in management and people development of Programme Office Specialists? If so, our Programme Office Manager role may be for you.Central to this crucial role is the provision of robust programme insight, analysis and quality data for reporting into the Portfolio Office and Assurance Team for sharing with wider internal and external governance forums. These support the planning and execution of strategic projects that contribute to the NHS Business Services Authority's strategic goals.

You'll proactively work with Project and Programme Managers to support the delivery of one of our largest and most complex change programmes, while identifying process improvements and efficiency gains across the Portfolio Management Directorate.

You will have significant hands-on experience with planning and risk and issue management. You will also be a confident and personable professional with the ability to communicate well at all levels.

You'll be joining a great team with varied and exciting work on offer, with opportunities for training and career development.

What do we offer?

27 days leave (increasing with length of service) plus bank holidays Flexible working (we are happy to discuss options such as compressed hours) Hybrid working model (we are currently working largely remotely) Career development Active wellbeing and inclusion networks Excellent pension NHS Car lease scheme Access to a wide range of benefits and high street discounts

Main duties of the job

Delivery and Leadership: o Lead a team of Programme Office Provide expert guidance and support with data insight and reporting, planning and risk and issue management in the delivery of the Portfolio Change Take ownership for developing and implementing a programme of regular facilitated reviews of project / programme plans and RAID logs with key stakeholders, sharing knowledge and best practice techniques across the Portfolio Management Directorate and beyond.

Extensive stakeholder management: o Work with internal and external stakeholders to agree appropriate governance and reporting structures for projects and programme change initiatives, as defined in the NHSBSA Portfolio and Project Delivery Frameworks to enable effective management and decision making for change.

Broad collaboration: o Support the delivery of one of our largest and most complex change programmes by collaborating widely with Project and Programme Managers, while identifying process improvements and efficiency gains across the Portfolio Management Directorate.

Programme Performance and Controls: o Responsible for managing programme change controls and Programme requests that are submitted for review and approval via assurance and governance Maintain accuracy of programme Change Plan initiatives to reflect Programme Board decisions, ensuring a single source of all Programme information and metrics via the Portfolio & Project Management Tool (PPM) Verto.

About us

Here at the NHS Business Services Authority (NHSBSA), what we do matters.

We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we take pride in being part of something so meaningful, that touches millions of lives.

Just as we design our services around the needs of our customers, we place our people at the heart of our organisation. That's why when you join us, you'll be empowered and given the right support to help your career grow.

As one of the UK's Best Big Companies to work for, we're all connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.

We strive to offer a fantastic colleague experience, where every voice is heard, and every colleague is supported and respected. Wellbeing, diversity and inclusion is at the centre of this, so when you join us, you can connect with our Lived Experience Networks who help us to bring our authentic selves to work.

We welcome applications from people of all backgrounds and circumstances. We are committed and proud to be a flexible employer and will endeavour to offer a working pattern that suits you wherever possible, whether that be hybrid working, flexible hours, job sharing and more.

Ready to join us on our journey to be a catalyst for better health? Apply today and see where the NHSBSA can take you.

We are people connected to care.

Job description

Job responsibilities

In this role, you are accountable for

1. Delivery & Leadership Leading the Programme Office professionals in the delivery of the Portfolio Change Plan via specialist guidance and support to Portfolio directorate colleagues, Senior Responsible Owners (SROs) and senior managers across the NHSBSA Leading Programme Office professionals in driving increased insight on the delivery and progress of the Portfolio of Change and aligning the function with GovS002 Project Delivery Functional Standards Establishing and driving provision of risk and issue management expertise within programmes, implementing and sharing best practice and increasing risk management perspective. Creation and maintenance of quality, robust reporting and insight of the programme to allow effective decision making at Leadership Team, Programme Board and internal and external governance forums Ensuring single source of all programme information and metrics and driving accuracy in Portfolio Project Management (PPM) tool Leadership, line management and capability development of programme office professionals within the Portfolio Office and Assurance Team Collaborate with Senior Portfolio Business Partners to drive increased maturity of programme management at Programme Review Board (PRB) level Champion the use of best practice programme and project management standards and processes

2. Stakeholder Management Work with stakeholders to agree appropriate governance and reporting structure for projects and change work, as defined in NHSBSA Portfolio frameworks, to enable effective management and decision-making for change Advise portfolio professionals and project teams on appropriate tools and techniques for managing stakeholder relationships

3. Guidance & Support Identify, develop and share best practice programme office and project management processes, tools and templates and benchmarks against industry standard Provide support and professional and constructive feedback to Programme and Project Managers and change managers in NHSBSA Support Programme and Project Managers in the development of Business Cases (with input from specialists as necessary) and provide direction and guidance to programme and project teams

4. Risks & Issues Support the Risk and Issue Specialist by creating and maintaining the programme and project level risk registers Drive risk and issue management being an integral part of the NHSBSA governance cycle allowing for sufficient time for consideration of key risks and issues

5. Portfolio Project Products and Change Controls Responsible for process of programme change controls and programme requests via Portfolio office controls (eg Portfolio Hub process) that are submitted for review and approval via assurance and governance forums Ensure Programme Change Plan is maintained, accurately reflecting Programme Board decisions Drive increased usage of PPM tool and continuous improvement of tool to suit business needs (at all governance levels) Identify common capabilities and opportunities for linking up, re-using and sharing of methods and resources between projects and programmes

6. Governance & reporting Understand, champion and communicate the NHSBSA governance pathways, as per Portfolio Management Framework, driving appropriate use of boards and governance to enable effective management and decision-making for project in the Portfolio Change Plan Ensure submission to senior governance forums is timely and accurate, challenging as appropriate. Present reports into forums as necessary. Working with the Chief Portfolio Officer support the production of reports to the Audit and Risk Committee, the Main Board and external bodies Create and share programme insights with Portfolio Assurance Manager and Portfolio Analysts to support of gateway, critical friend reviews and relevant project interaction Support the business and portfolio planning process to ensure that a robust portfolio change plan is developed for the new financial year. Work closely with the Portfolio Assurance Manager to ensure that portfolio reporting accurately reflects project and programme progress. Support Portfolio Assurance Manager in the monitoring or actioning of recommendations arising from internal audits, external reviews and assurance reviews

7. Knowledge & information management Set knowledge and information processes that conforms with the organisations standards. QA and challenge the project/ business to follow the agreed processes. Working closely with Portfolio Office and Assurance Team to ensure capacity and resource management is maintained on tool, and that lessons learned from programmes and projects are captured and shared to improve project delivery. Working with Portfolio Assurance Manager develop and share good practice and techniques with the Portfolio Management Directorate and the wider change community

In addition to the above accountabilities, as post holder you are expected to 1. Provide peer support and mentoring to PMD colleagues to support capability development2. Actively contribute to the portfolio delivery, portfolio office, assurance and planning professions within, and outside, the NHSBSA3. Undertake additional duties and responsibilities in line with the purpose of your role and as agreed by your line Demonstrate NHSBSA values and core capabilities in all aspects of your Encourage an environment where your own and colleagues safety and well-being is Contribute to a culture which values diversity and Follow NHSBSA policies, procedures, and protocols as they apply to your role.

Person Specification

Personal Qualities, Knowledge and Skills

Essential

Ability to establish and develop excellent business partnering and stakeholder relationships internally and externally Knowledge in collaborating with colleagues to realise delivery of a change programme Ability to constructively challenge influence, change and impact decisions Responsible and accountable for decision making in a changing environment Able to use initiative and determine priorities and reprioritise planned work for self and others Positively leads a team to deliver results with resilience and energy Seeks to establish best practice methods and continuously improve team Ability to engage, motivate and coach colleagues Strong communication, negotiation and conflict resolution skills

Desirable

Acts as a role model, using motivational skills to inspire others Innovative and forward thinking, encouraging innovation in others Ability to foresee potential challenges and explore alternative options

Experience

Essential

Significant experience of senior stakeholder management, influencing, collaborating and appropriately challenging leadership Considerable experience of working at a strategic level and delivering strategic objectives Team leadership and matrix management Successful track record in portfolio or programme management using recognised methodologies Significant experience of developing and applying portfolio office processes Significant budget management of multi-year cost profiles, often in range of > £10m Considerable experience of benefits management and realisation Experience of dependency, risks and issues management Suitable for an individual with experience of having set up boards, drafted Terms of Reference, designed reporting and dashboard processes and been a board secretariat. Will need significant experience of Project Management language and best practice Experience of managing a PMO team, or as a project manager on a small to medium project, or as a work stream leader on a large project

Desirable

Experience of major project delivery management Worked in the NHS or other large organisation Experience/knowledge of UK Government financial controls Experience of formal mentoring, coaching and development of colleagues Experience of undertaking project assurance activities

Qualifications

Essential

Degree in leadership or management discipline or relevant demonstrable experience Formal project management qualification (eg PRINCE2, AMP, Agile PM) Management of Risk Practitioner P3O Practitioner

Desirable

Masters or post-graduate level in leadership, management or change management discipline IPA Accredited Assurance Review Team Member Management of Portfolios Practitioner Formal qualification in a change/project related discipline (eg Change management, Better Business cases) Project Leadership Programme Managing Successful Programmes Practitioner APM Registered Project Professional

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