Programme Office Manager

Description:

The post holder will manage and provide leadership of the performance, activities and operation of the Programme Management Office with the objective of ensuring all Skills & Employment projects are delivered using ‘best-practice’ project delivery methodologies to enable and support delivery within the agreed scope, time, cost and quality.

Main responsibilities will include:

Lead on all aspects of standard setting and monitoring of Quality, Risk and Assurance to enable and support the effective and efficient performance of the Skills and Employment Delivery Teams in the development, implementation and delivery of projects related to the existing Mayoral and externally funded programmes including the Adult Education Budget (AEB) business cycle from project contract to evaluation;

Oversee the development, introduction and improvement of the Skill and Employment Unit’s Project Delivery Approach, including designing and managing a reporting framework for all programmes and projects across the Skills & Employment Unit;

Provide strong leadership in a matrix environment to promote best practice in managing interrelated projects and programmes to support successful delivery of the Skills and Employment agenda.

Principal accountabilities

Lead on programme management across all the Skills and Employment Unit programmes in line with any GLA programme management methodology to deliver the agreed aims and outcomes of their funds on behalf of the Mayor, including strategic oversight of business process design and implementation, programme level finance and performance management, quality assurance, project management process, programme level reporting and governance, ensure that reporting deadlines, both internal and external are met with efficiency and accuracy.

Develop and maintain databases, and access, manipulate and analyse data held on other databases, as required to meet the Skills & Employment Unit’s management information requirements, as well as strategy development and funding and systems planning.

Act as a reference point for PMO queries and information and an advocate for best practices in project management, including providing support to the team on change control, risk and issues management, performance measurement, project management and control tools.

Maintain regular and accurate reporting to the Senior Managers and Assistant Directors, with respect to the current and forecast financial and output status on the Skills & Employment Unit’s projects, providing early warning of emerging issues and troubleshoot or escalating as appropriate to ensure delivery within allocated budgets, timescales and quality standards.

Manage relationships with and ensure the information requirements are met for internal and external functional and operational bodies such as, the Skills for Londoners Board, the AEB Mayoral Board and its sub groups, funding bodies, Government departments and key partner agencies in the performance management of the unit’s programmes.

Manage and maintain the Skills & Employment Unit’s risk register, implement risk analysis and support risk mitigation and contingency plans for the Delivery Team’s to support effective and efficient delivery of targets to time and budgetary deadlines.

Ensure that the team’s pipeline information is high quality and that corporate requirements for maintaining accurate data on financial forecast and profile, output forecast and profile, milestones and potential risks are met and support services are provided with regular, accurate, timely and complete information.

Periodically review programmes and projects for deliverability including adequate resourcing, management and governance procedures, and accuracy of financial estimates.

Provide line management to and oversee the day-to-day work of all members of the unit’s Programme Office and such additional resources as directed providing guidance in project management and delivery and ensuring resources are allocated effectively to meet anticipated demand and respond to changing priorities.

Co-ordinate and assure the involvement of all relevant parts of the GLA Group in the programmes’ performance management, including colleagues from legal, finance and teams from other functional bodies of the GLA.

Realise the benefits of London’s diversity by promoting and enabling equality of opportunities and promoting the diverse needs and aspirations of London’s communities.

Realise the benefits of a flexible approach to work in undertaking the duties and responsibilities of this job, and participating in multi-disciplinary, cross-department and cross-organisational groups and project teams.

Person specification

Technical requirements/experience/qualifications

Experience and/or a qualification in one of the following:
- Programme and Project Support Office (BCS Professional Certification (formerly ISEB) PPSO); Portfolio, Programme and Project Offices (APMG - P30); Managing Successful Programmes (MSP); Management of Risk (MoR); Management of Value, Portfolio, Programme and Project Management Maturity Model (P3M3), or other PMO qualification

Demonstrable experience of managing and delivering large-scale high value programmes, delivering results on target and within budget.

Thorough knowledge of project management and project control techniques, including financial analysis, project planning and appraisal, financing and risk management and evaluation

Proven experience of setting up and managing performance monitoring systems and processes for large scale projects and programmes

Excellent report writing skills with ability to present papers and highlight reports to Senior Managers and Directors

Excellent IT skills including advanced knowledge of Excel, with the ability to develop, maintain and analyse complex spreadsheets

Behavioural competencies

Managing And Developing Performance

… is setting high standards for oneself and others, guiding, motivating and developing them, to achieve high performance and meet the GLA’s objectives and statutory obligations.

Level 3 Indicators of Effective Performance

Motivates and inspires others to perform to their best, recognising and valuing their work and encouraging them to learn and reflect

Sets clear direction and expectations and enables others to interpret competing priorities

Agrees and monitors challenging, achievable performance objectives in line with GLA priorities

Manages performance issues effectively to avoid adverse impact on team morale and performance

Promotes a positive team culture that respects diversity and deals with barriers to inclusion

Building and Managing Relationships

… is developing rapport and working effectively with a diverse range of people, sharing knowledge and skills to deliver shared goals.

Level 3 Indicators of Effective Performance

Delivers objectives by bringing together diverse stakeholders to work effectively in partnership

Actively engages partners and encourages others to build relationships that support GLA objectives

Understands and recognises the contributions that staff at all levels make to delivering priorities

Proactively manages partner relationships, preventing or resolving any conflict

Adapts style to work effectively with partners, building consensus, trust and respect

Communicating and Influencing

… is presenting information and arguments clearly and convincingly so that others see us as credible and articulate, and engage with us.

Level 3 indicators of effective performance

Encourages and supports teams in engaging in transparent and inclusive communication

Influences others and gains buy-in using compelling, well thought through arguments

Negotiates effectively to deliver GLA priorities

Synthesises the complex viewpoints of others, recognises where compromise is necessary and brokers agreement

Advocates positively for the GLA both within and outside the organization

Problem Solving

… is analysing and interpreting situations from a variety of viewpoints and finding creative, workable and timely solutions.

Level 3 indicators of effective performance

Clarifies ambiguous problems, questioning assumptions to reach a fuller understanding

Actively challenges the status quo to find new ways of doing things, looking for good practice

Seeks and incorporates diverse perspectives to help produce workable strategies to address complex issues

Initiates consultation on opportunities to improve work processes

Supports the organisation to implement innovative suggestions

Decision Making

… is forming sound, evidence-based judgements, making choices, assessing risks to delivery, and taking accountability for results.

Level 3 Indicators of Effective Performance

Makes sound decisions quickly on behalf of the GLA when a situation requires intervention

Takes responsibility for team decisions, providing rationale when those decisions are questioned

Involves senior stakeholders early in decisions that impact them

Analyses organisational risks associated with decisions, including those with long term impacts, before committing to action

Encourages others in the team to make decisions in their own area of expertise, take appropriate risks and learn from experience

This role is based at London Fire Brigade’s Head Office (Union Street SE1 0LL)

GLA staff are hybrid working up to 3 days a week in our offices and remotely depending on their role. As part of this, you will need to split your time between home working and coming into the office.

Application Process & Additional Information

Please note all applications for this vacancy must be submitted via our online recruitment system. We do not accept CVs alone for this role.

Applications submitted without a Personal Statement will not be considered.

London's diversity is its biggest asset and we strive to ensure our workforce reflects London's diversity at all levels. We welcome applications from everyone regardless of age, gender, gender identity, gender expression, ethnicity, sexual orientation, faith or disability.

We particularly encourage applications from Black, Asian and Minority ethnic candidates and disabled candidates who are currently underrepresented in our workforce.

We are committed to being an inclusive employer and we are happy to consider flexible working arrangements. We would welcome applications from candidates who are seeking part time work as this role is open to job share.

In addition to a good salary package, you will be paid every four weeks, providing frequent salary payments. We also offer an attractive range of benefits including 30 days’ annual leave, interest free season ticket loan, interest free bicycle loan and a career average pension scheme.

On this recruitment campaign, as part of GLA’s continuing commitment to be an inclusive and equal opportunity employer we will be removing personal identifiable information from CVs and Personal Statements that could cause discrimination.

Reasonable adjustment will be made to working arrangements to accommodate a person with a disability who otherwise would be prevented from undertaking the work.

Application closing date: Sunday 19th May 2024 at 23:59