PMO Administrator

PMO Administrator
Salary: Up to £35k

A leading Engineering / Manufacturing business are seeking a PMO Administrator - Technologically Literate Administrator, with strong communication and organisational skills.

This role will be predominately based remotely or in Horsham.

Purpose of the Job:
The Project Management Office (PMO) is a centralised function within the company that provides expertise, standards, and support to managing programmes and projects. Its main responsibilities are to:

  • Provide enabling processes to continuously support management of programme and project work throughout the organisation, ensuring alignment to the business's strategic direction.
  • Provide expertise on project types, governance, processes, tools & templates
  • Maintain a repository of documents, processes, and templates
  • Administer and own the PPM system
  • Support business planning and analysis of actual work completed
  • Provide information to our Board and Committees
  • Deliver training on new tools, processes, templates, and governance changes as applicable
  • Project management and reporting activity to enabling fast and effective business decisions

Key Accountabilities:

PMO Admin

  • Document and track the appropriate level of documentation and approval of the companies' Portfolios of programme/projects ensuring accuracy and compliance to process
  • Prompt relevant people for required documentation/actions to be completed
  • Timely collation and review of relevant documentation for review/approval at Steering Committee meetings with Senior Programme Managers
  • Oversee the process of new PEF from draft to approval, including allocation of code and name
  • Oversee the process of PAP (Project Approval pack) and PCA (Project Change Approvals)
  • Manage Approvals process (Resource Manager Approval process for PAP and PCAs, SC Approvals etc)
  • Creation of Purchase Orders
  • Ensure all project documents of record and all related correspondence and approvals are consistently filed, managed and categorised in the Document management system (Sharepoint)
  • Keep/file record of key meetings (Steering Committee meeting minutes/decisions/actions)and follow up with any approvals/decisions relevant to the PMO to ensure PMO actions are complete
  • Scheduling of regular team/management meetings
  • Ensure Project system records are accurate and up to date with current approval level / status / dates
  • Update resource profiles when new starters/movers are communicated, and Coordinate inductions as appropriate. Send welcome email and new starter check list for PMO members.
  • With the PMO Ops Manager, Ensure Controlled Documents area is maintained and accurate. Support the PMO Ops Manager with ISO related activities.

Knowledge, Skills and Experience Required:

  • Strong Administration and organisational skills
  • Good communication skills
  • Technologically literate
  • Experienced user of BI, SharePoint, and Excel
  • Proficiency in extracting data from multiple sources/systems
  • Some experience of Project or Portfolio Management systems desirable
  • Some data analysis and reporting experience desirable

Personal Specification

  • Flexible, Self-motivated, and approachable
  • Possess an analytical and technical approach with a clear passion for accuracy and attention to detail
  • Ability to communicate confidently with people across the business