KEY RESPONSIBILITIES: Main duties and responsibilities Ensure the smooth functioning of the project management system by actively maintaining and monitoring performance and functionality, identifying any gaps and seeking resolution with team members/suppliers. Additionally, you will be responsible for identifying opportunities to enhance and develop the system further, streamlining project workflows and maximising efficiency. To provide support to project teams, advising on project management best practice methodologies including Prince2 Actively contribute towards the review and update of PMO systems and processes, including the undertaking of cyclical audits and to communicate changes to appropriate stakeholders through a variety of methods including facilitated workshops, training sessions, key message bulletins and presenting at relevant meetings The post holder will support a variety of portfolios/programmes to ensure adherence to project management framework Maintain a thorough understanding of projects within the project management system to ensure an effective and informed first point of contact to project managers and key stakeholders and have an awareness of pipeline activities which may support wider service planning discussion Advise project manager and project support officers on PMO framework, processes and systems Support in the delivery of service training around project management and the Trust project management system. Ensure project managers and teams have access to project management templates, tools and resources to ensure consistency of project documentation and capturing of key information Assist project managers with the project lifecycle, including advising on project documentation, escalation of issues, meetings, planning, reporting, risk and project closure To support project managers in developing and establishing project governance Support project managers in the development or the review of project scope documentation Supportprojectmanagers in the creation or review of project plans ensuring that high level milestones are clear Support project managers and project teams to ensure that all aspects of project governance is in place and that all documentation is completed with timescales Support project managers to ensure that they are able to effectively monitor and track project delivery in order to ensure that proactive andtimely actions are undertaken Support project managers throughout the process by ensuring that any process or system related actions that require the support of PMO are actioned in a timely way Through effective relationship management, ensure that projects are reviewed at each gateway of the project and approved through the appropriate governance to ensure that projects are progressing in a timely way Record, monitor and report data on Trust projects against required PMO quality standards, highlighting potential issues to ensure standards and consistency of data is met To assist in the creation of reports on project status and project progress for relevant committees liaising with PMO colleagues and project managers to provide the latest information As part of the PMO team, identify interdependencies across projects/programmes and ensure this are reported, tracked and that projects/programmes are aware as appropriate Support project managers with decisions around project status reporting and escalation procedures Support project managers around the effective closure of projects ensuring that outstanding actions are clearly documented with identified handover plans Advise project managers around issue and risk management processes Represent the team at appropriate internal and external meetings and forums, including contributing to debate and discussions, ensuring that other team members are informed of key updates. Attend and participate in the Programme Steering Group meetings for your portfolio and ensure that any PMO actions are actioned, discussing or seeking support from team members as needed When appropriate, and subject to changes in the overall governance structure, you maybe requiredto: Provide management and administrative support to specific committees/boards asrequested by the Head of Service Development and PMO Take responsibility for preparation of agendas, managing the preparation and distributionof papers in advance ofmeetings and transcribing of minutes Coordinate any follow-up actions or updates and ensure these are fed intosubsequent meetingsappropriately Monitor, manage and action personal and team email accounts Support in making amendments to policies and processes within the service as required. To ensure that the Trusts policies and procedures are adhered to in management of projects Training & Personal Development To undertake training and development necessary to fulfil the requirements of the post To take every reasonable opportunity to maintain and improve your professional knowledge and competence To participate in personal objective setting and review, including the creation of a personal development plan and the Trusts appraisal process Systems and Equipment The post holder will need to be able to use standard PC desktop equipment and standard Microsoft Office packages including Outlook, Word, Excel and PowerPoint In depth use of the project management system for administration and management of PMO projects Requirement to maintain, update and report from information databases In depth use of Microsoft Project for project and programme plans Use of risk management system Responsible for the ongoing supply of goods/services, ensuring ordering of stock/non stock supplies is procured appropriately and in line with Trust procurement policy Use of finance/procurement ordering and invoicing systems for personal use Decisions and Judgements Plan workload in agreement with line manager and prioritise workload as appropriate Works to achieve agreed objectives and is given freedom to do this in own way working within broad professional policies Work to multiple PMO officers simultaneously and prioritise workload according to individual project and programme deadlines Update the PMO team on progress against programmes and projects they are supporting and escalate issues as appropriate Acts independently but with appropriate support from senior team members Act within their own area of responsibility Participate and contribute to regular team meetings and team development sessions. Commitment to developing skills and knowledge as agreed between post holder and the team, line manager and the individuals they support Participate in regular supervision and appraisal with line manager and contribute to own personal development plan Communication and Relationships The post holder will be required to develop effective working relationships with the Service Development & PMO team, Care Group and corporate teams Develop effective working relationships with Project Managers and establish regular forums to ensure awareness of the project and its aims/deliverables, providing guidance and recommendations for appropriate courses of action, in line with the PMO Framework, when required Working closely with Project Managers to ensure that project progress is being maintained, with all information being up to date throughout the project and at each gateway review to inform effective assurance and governance processes Regular communications, both internally and externally, at all levels including members of the senior leaders and external suppliers Excellent communication skills (verbal and written), requiring tact, diplomacy and confidentiality to deal with all enquiries The post holder should be dynamic, pro-active and contemporary in their approach to communications, taking advantage of the range of different methods and tools available to communicate out messages as required Communicate/present complex information/data Physical Demands of the Job The job is required to use IT equipment such as laptop/PC, more or less continuously throughout the day Comprehensive advanced keyboard skills are required with a high demand for accuracy, which is carried out on a daily basis The post holder will be mainly desk based but travel may be required across a wide geographical area Requirement to travel for meetings and events as appropriate Most Challenging/Difficult Parts of the Job Concentration in a variety of situations with the ability to respond to a number of diverse situations at short notice, reprioritising the workload Prolonged use of VDU Requirement to meet strict deadlines Being able to make progress in the required areas whilst working with a number of competing and conflicting priorities including external factors that may negatively impact the work Occasional indirect exposure to distressing or emotional circumstances