Portfolio Office Manager

3 weeks ago

London, United Kingdom MS Amlin Full time

Portfolio Office Manager

This role supports the Head of Change in driving the definition and execution of governance for the portfolio of projects, providing information, insights & analysis that allow effective decision-making and engagement of senior stakeholders.

This role creates and maintains the integrated plan for the portfolio and is in a unique position to provide analysis and recommendations on investment priorities, risk mitigation and ways to optimize the integrated delivery schedule. This role produces each monthly Change Board pack as well as producing the first draft of the ExCo and Board portfolio status reports.

This role manages a portfolio office team and has dotted line oversight of all PMO staff across the portfolio, ensuring that standards are set and upheld for all projects and programmes.
 

About The Job

What you’ll spend your time doing:
 

Establishing an effective governance structure, supporting the Head of Change and Change Board exec members to drive effective decision-making. Ensure that good quality materials and artefacts which present a clear and accurate view of the status of the Portfolio, including risks (both operational and key delivery risks & dependencies) Management of inputs and actions from the Business’s ‘Change Board’ – delivering a concise monthly overview of portfolio performance and flagging critical decisions and issues for escalation. Clear communications to the executive on the status of the portfolio, ensuring that ExCo are kept informed of developments. Establish and embed new/improved processes which support effective delivery of projects and programmes within the portfolio. Direct management of Programme PMO’s who will continue to embed standards within the centre of delivery. Continual assessment and reviews of processes – refining where necessary Provide resource & dependency management and oversight across the portfolio of change. Set up an effective process and mechanism to assess resources across the portfolio – including tools and processes  Supporting the Head of Change in promoting the function, through active engagement of key stakeholders and the wider business. Supporting the business in shaping propositions, by working directly with Sponsors and change requesters, providing advice and reasonable challenge where necessary Ensure developments within the portfolio are communicated effectively within the department and externally to the wider business through regular publishing of key artefacts to indicate progress. Work closely with internal comms to ensure that key successes are highlighted via internal communication channels. Ensure that portfolio finances (circa £40m cash) are accurate and that forecasts are regularly produced. Ensure that project’s follow correct accounting practices, liaising with colleagues in Finance as appropriate.  Review and optimise tooling used by project teams to deliver work, identifying where improvements can be made and introducing these via ABS or 3rd parties as required. Establish a stage gate process to monitor project/programme development and ensure quality is at the heart of delivery (scope, budgeting, delivery against plan, clear audit trail quality documentation). Ensure good quality guidance documentation in the form of a Change delivery handbook Manage and oversee the work of the Portfolio Office team, setting goals, managing performance and developing staff in line with departmental & company goals. Key member of the Change Management Team, deputising for the Head of Business Change wherever necessary.


What skills you’ll need:

Result orientated with the ability to set high goals for self and others, focusing on the delivery of targets, quality and deadlines. Ability to communicate appropriate, concise and accurate information in written and verbal formats. Willingness to challenge assumptions and ability to adapt or generate imaginative and innovative ideas. Ability to convince others to your own point of view, to gain acceptance, support and commitment. Able to apply judgement to decision making and prepared to make tough decisions Encourages a collaborative and creative working environment Ensures appropriate control frameworks are in place and operated effectively within the team Motivates the team and positively manages change

You’ll also need:

Excellent interpersonal and relationship development skills Experience of managing and communicating complex issues to C suite stakeholders A strong track record of portfolio management in large complex organisations Solid Microsoft Office skills

What you can expect from us:

A competitive salary and benefits package is a given, but you can also expect:

A great team and supportive colleagues A strong focus on diversity, wellbeing and sustainability Employer-supported volunteering

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