Job
Description
The purpose of this role is to support the Head of Project Portfolio by providing Portfolio administrative support and best practice compliance to project governance processes so that the AHDL portfolio of projects are we'll managed, co-ordinated and delivered on time and within budget. This role will produce consistent reporting of all aspects of the portfolio: time, cost, quality and resource management as required. They will work closely with the PMO and Portfolio team to ensure project controls comply with the defined governance framework. The Portfolio Support Coordinator will assist with portfolio communication policy by assembling materials for publication to Stakeholders to enable clear and common understanding of the AHDL portfolio. The holder of the role will become a trusted member of the PMO team, contributing to project management best practice evolution through exposure to the portfolio and by working closely with the PMO, Portfolio and Business Partner teams. Principle Accountabilities: (These are the significant chunks of your role and there should be no more than 6-8 principal accountabilities for a role) This publication contains information from the Skills Framework for the Information Age with the permission of the SFIA Foundation. Portfolio, Programme and Project Support (PROF3) Provides foundational support for projects, programmes, or portfolios. Assists with planning, scheduling, tracking and reporting using established tools and processes. Follows recommended solutions to ensure accurate documentation and communication of project progress. Collaborates closely with project teams and stakeholders, gathering updates and information to maintain project records and ensure alignment with project objectives. Participates in project boards, assurance teams and quality review meetings when necessary. Portfolio management: (POMG5) Ensures that programme/project leads and/or service owners adhere to the agreed portfolio management approach and timetable and that they provide the appropriate information to agreed targets of timelines and accuracy. Produces reports as appropriate for portfolio governance, including making recommendations for changes to the portfolio. Stakeholder Relationship Management (RLMT4) Collects and uses feedback from customers and stakeholders to help measure effectiveness of stakeholder management. Helps develop and enhance customer and stakeholder relationships. Implements a communications strategy, including, for example; handling of complaints; problems and issues; managing resolutions; corrective actions and lessons learned; collection and dissemination of relevant information appropriately. Information Content Publishing (ICPM1) Contributes, under instruction, to publication support activities and supports the collation of data. Business Process Improvement (BPRE3) Applies standard techniques to analyse existing business processes and identifies opportunities for improvement. Collaborates with stakeholders to ensure process changes align with business objectives. Proposes and implements process improvements that enhance efficiency, effectiveness and quality. Develops and maintains process documentation. Supports the adoption of new technologies and tools to enable process automation and optimisation. Methods and Tools (METL3) Provides support on the use of existing methods and tools. Configures and maintains methods and tools within a known context. Creates and updates the documentation of methods and tools. Identifies and resolves basic issues related to tool usage. Knowledge, Skills and Experience Required: Specific Skills Has strong communication skills, both orally and in writing Has a good understanding of project delivery practices, reporting mechanisms and portfolio support activities Ability to support planning including critical path and dependency management Has strong influencing skills including promotion of best practice and adherence to governance Familiar with project quality reviews and risk and issues management Familiar with resource management tools and techniques Familiar with reporting using Office tools, the presentation of facts, figures and recording of expenditure Familiar with audit preparations and requirements Experience Experience understanding and tracking project financials / budget management and reporting, and resource capacity management Experience supporting the day-to-day operations of Portfolio management Understands the software development lifecycle (SDLC) Work Experience & Educational Qualifications: 7+ years in project management or related roles. Strong communication skills (oral and written). Proficient in project delivery practices, reporting mechanisms, and portfolio support activities. Familiarity with project quality reviews, risk and issues management. Knowledge of resource management tools and techniques. Understanding of the software development lifecycle (SDLC). Experience in tracking project financials, budget management, and resource capacity management. Assist with planning, scheduling, tracking, and reporting using established tools and processes. Support planning including critical path and dependency management. Ensure adherence to the agreed portfolio management approach and timetable by programme/project leads and service owners. Produce reports for portfolio governance, ensuring accuracy and timely delivery of information. Configure and maintain methods and tools within a known context. Promote best practices and adherence to governance through strong influencing skills. Utilize Office tools for reporting, presenting facts and figures, and recording expenditure. Skills and Knowledge: Behavioral Skills: Exceptional ability to communicate effectively both orally and in writing. Good interpersonal skills Excellent relationship building skills Good group presentation skills. Good analytical skills Good mathematical skills. Excellent organizational skills. Good leadership skills. Technical Skills: Experience around project financials / budget management and reporting, and resource capacity management. Understanding of the software development lifecycle (SDLC) Tools Knowledge: Mandatory - Advanced Excel skills, such as data analysis, pivot tables, lookups. Nice to Have - Experience of Project and Portfolio Management tools e.g., Clarity, Open Workbench
