Job Purpose

Working closely with a number of senior management teams across Programme Delivery, Transformation and Student & Academic Services, the PMO (Portfolio Management Office) Manager will hold a crucial role in helping to support the successful delivery of monitoring and reporting on three major change portfolios – Transformation, Information Services and elements of the Learning and Teaching Strategy. The postholder will own and monitor challenging and complex multi programme plans and project deliverables, providing financial input and data analytics as required. The PMO Manager will lead the PMO effectively, managing benefit realisation monitoring, risk and issues reporting as well as providing multi-portfolio level planning assurance to programme boards and institutional governance groups. The role will involve deputising for the Heads of Project Delivery, supporting Directors and Executive Directors, and be a key asset for the programme teams across the relevant portfolios.

Main Duties and Responsibilities

1. Work closely with the Heads of Project Delivery, the PMO Manager will be a lead participant in owning and shaping the continuing development of planning required for three major change portfolios across the institute. Ensuring highly effective control, insight, reporting and monitoring is in place. Specifically for the realisation of benefits, strategic and programme level risks and issues across three Directorates with programmes in flight to a value of £375m.

2. Develop a suite of effective reporting mechanisms, measures, and controls to support and inform the reporting and management of the relevant change portfolios.

3. Support the Heads of Project Delivery in the planning and delivery of a quality assurance process working closely with other heads of service, Directors and Executive Directors. Provide data and input to certify that all portfolio planning, benefits and risks are escalated to inform a variety of governance bodies across the university. The PMO Manager will ensure consistency and quality of approach to the programmes, certify all reporting aligns with university standard reports and our new Programme and Project Management tools and industry best practice.

4. Ensure accurate and effective data and metrics are used to measure and report on projects and programmes, supporting the Heads of Project Delivery in responding to internal and external audits, providing evidence based best practice and guidance.

5. Support project teams in effective project/programme reporting to ensure Governance Committees have confidence in the delivery of programmes with associated trends and risks. Work closely with the wider programme teams in providing constructive and analytical challenge in order to provide governance and assurance for reporting to inform investment decisions. Be a custodian of programme data and artifacts for reporting.

6. Act as a champion in this field, leading workshops, Post Project reviews and proactively review and discuss programming with Heads of Service and Project Managers. Maintain multi-portfolio risk registers and ensure adequate mitigation for successful delivery, escalating when an identified risk may impact on success. Ensure that Risk registers and benefit realisation is at the heart of programme delivery across the portfolios.

7. Support the Heads of Project Delivery and the Finance Team to ensure accurate monitoring and reporting of total budget spend and the effective and efficient review and allocation of programme resources.

8. Support and actively contribute to the effective leadership and management of a developing portfolio management office. Ensure effective approaches are implemented with regular reviews and proactive methodologies adopted to ensure continuous improvement in the reporting of multi-portfolio planning and associated programmes.

9. Support the Directorates teams and strategies which are based on accurate and up to date data holding and data transfer to ensure effective and efficient implementation and use, to inform investment and planning decisions.

10. Support the Heads of Project Delivery in the development, coordination, maintenance and distribution of all multi-portfolio reporting and processes including financial reporting. Inform and train programme/project staff on the importance of and need to comply with appropriate reporting procedures and in using the software tools provided.

11. Develop and provide portfolio level analytical advice and expertise to Project Managers, Governance Committees and Executives, ensuring that all portfolio and programme/project reports and plans are produced to a consistent high quality.

12. Develop and test effective monitoring and reporting against indicators and benefits, supporting other Directors, Colleges and schools with timely and appropriate information including internal and external benchmarking.

13. Actively manage PMO projects and initiatives, including lessons learned to inform continuous improvement, maintaining quality of delivery, reporting and to ensure the Directorate aims to be best in class and sector.

14. The role of Directorate and the team is continuing to evolve. The PMO Manager will be required to lead and direct a team including a Reporting Analyst and a PMO Analyst.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications  

Essential:

A1 Ability to demonstrate the necessary competencies required to undertake the duties associated with this level of post having acquired the necessary professional knowledge and management skills in a similar or number of different specialist roles; Or: Scottish Credit and Qualification Framework level 9, 10 or 11 (Ordinary/Honours Degree, Post Graduate Qualification) or equivalent, including being professionally qualified in relevant discipline, with a broad range of professional experience in a management role(s)

A2 Substantial knowledge and expertise in leading planning and data-focused analysis across multiple complex portfolios.

A3 A knowledge of the delivery of major change portfolios and associated programmes/projects and associated reporting.

A4 A recognised Project/Programme Management or Analytical Qualification.

Desirable:

B1 Report building in Power BI.

B2 Knowledge of Agile project management delivery in complex organisations.

B3 Financial and Project Data Management knowledge.

Skills

Essential:

C1 Ability to operate within a portfolio of complex projects, at different stages of programme lifecycles, to provide valued, accurate and timely planning oversight and analytical input.

C2 Effective writing and communication skills to produce clear management documents and understanding different audience needs (level of detail).

C3 Ability to build compelling business analysis and planning outputs that provide clear direction to support decision making for a range of project teams and stakeholders.

C4 Demonstrate advanced skills in planning modelling and visualisation, operating at a strategic level across the institute.

C5 Strong analytical and problem-solving skills, bridging the gap between technical and non-technical, clearly communicating the benefit and impacts of planning and change.

C6 Self-starting and directed, able to work across the organisation, influencing stakeholders, building relationships and developing credibility at all levels.

C7 Ability to develop planning and data models to allow for consolidation, analysis, forecasting and modelling of different datasets required for benefit realisation activity.

C8 Leadership and motivational skills in formal and informal situations including effective negotiation and diplomacy skills.

Desirable:

D1 Proficiency in project reporting tools and ability to adapt and migrate planning information.

Experience 

Essential:

E1 Experience of managing and developing complex portfolios across large public or private sector organisations, with a demonstrable track record in planning delivery.

E2 Experience of working with matrix managed professional teams and engaging in resource decisions and strategic overview of projects. Experience of service delivery and building and managing customer relationships.

E3 Extensive experience of working in a Portfolio Management role in a multi-portfolio environment.

E4 Experience of developing and maintaining effective governance frameworks.

E5 Experience of implementing and maintaining appropriate systems to enable effective planning, scheduling, and reporting.

E6 Proven experience of working co-operatively with people across organisational boundaries to achieve effective delivery.

E7 Experience of exposure to large project budgets and analysing and reporting on these.

Desirable:

F1 Previous experience working in an HE, Government, Public Sector or large organisational environment delivering complex multi-portfolio programmes.

F2 Experience of using Microsoft Projects.

F3 Experience of using PowerBI.

Terms and Conditions

Salary will be Grade 8, £49,250 - £56,921 per annum.

This post is full time (35 hours p/w) and open ended. Relocation assistance will be provided where appropriate.

Closing Date: 13 February 2025 @ 23.15