Project Management Office Coordinator (Maternity cover)

Job Description

Location - London or Milton Keynes (minimum of two days a week in the office. You can do more than two days if preferable)

Reporting to - PMO Team Lead

Working hours - Full time (9 day fortnight - every other Friday off)

Band - 2.1

Salary - £32,000 - £42,000 (depending on office location and proven ability)

Contract type/duration - This is a temporary position to cover maternity leave, expected to last for 12 months but could be extended

Closing date - 11th September 2024

If you have been selected for consideration for the position, our Recruitment team will contact you to arrange a preliminary phone interview.

We are looking for an energetic Project Management Office (PMO) Coordinator with great communication skills to join the PMO team. The role will support the Project Management team and wider Catapult in the delivery of the project portfolio by carrying out a range of PMO functions.

In particular, we are looking for people with exceptional organisational skills and attention to detail. The ideal candidate will have excellent IT skills, particularly Excel, and some experience in administrating PM/PMO systems such as Clarizen, MS Dynamics, Retain, Salesforce etc. The ability to produce plans, administer centralised functions such as Quality Control, Project, Programme and Portfolio Risk Registers and Asset Configuration Control Is vital along with experience of administering and supporting other systems and processes.

You will work with a wide variety of stakeholders and the role will involve collaboration with colleagues in all areas of the Catapult to collate, integrate and output a wide variety of project data.

Key Responsibilities

• Administrating and supporting development of the PM IT system
• Drafting, managing and archiving project documentation and processes, particularly Excel and word templates.
• Supporting the PMO Lead by reporting by collating data and report content
• Working closely with the PMO Lead and other functions to develop, improve and embed appropriate project management processes, risk management processes, and quality assurance processes, templates, tools and systems
• Working closely with finance and other teams to ensure that their requirements are factored into all project management processes, templates, tools and systems where appropriate
• Providing secretariat service to project related decision making and review boards including agenda, forward view and action log management, minute taking and distribution of papers and minutes
• Working with the wider organisation to support a proper project document management and storage approach and ensure compliance
• Supporting the Resourcing function as required, such as resource systems administration
• Supporting Project Managers in administrative and logistical tasks such as processing purchase orders and invoices, Grant claims, travel arrangements, meeting scheduling and other ad-hoc tasks
• Supporting Project Managers in more technical activity as required such as solution shaping, project planning, forecasting, quality management, risk & issue management, reporting, third party management and resourcing
• Supporting Project Managers in internal reporting requirements and monthly timesheet processes.
• Supporting the Project Manager in project reporting to Grant funding bodies and clients
• Manage day to day communication with relevant internal and external stakeholders
• Supporting the PMO Lead with Project Management Office activity such as project governance, compliance and assurance
• Ensuring an ethos of equity, inclusivity and diversity underpin your work activity, contributing to inclusive innovation across all Catapult activities
• You may be required to undertake any other reasonable duties to support the Catapult in achieving its strategic outcomes and ensure effective business operations

Requirements

Essential:

• Proven ability of successfully assisting the management of projects across different environments to achieve successful outcomes in a previous role
• Experience of working in a PMO administrator or support role
• Experienced in project facilitation and support, including planning, forecasting and analysis on behalf of project managers at all levels
• A project management qualification such as APM, PRINCE2 or PMP
• Strong attention to detail and ability to support process development and compliance
• Experience in system use
• Worked with multi-disciplinary teams and individuals from different specialisms
• Relationship development and communications skills, along with the ability to quickly understand, interpret and integrate business requirements from a broad range of stakeholder perspectives
• An excellent working knowledge of the MS Office 365 suite in general and Excel and SharePoint in particular
• Experience of working and administering document management systems and/or principles
• The ability to plan, prioritise and manage a varied and busy workload delivering to a high standard with measurable outputs and meeting deadlines
• Professionalism, resilience and self-awareness. Acting in a professional manner and showing determination, drive and commitment at all times and particularly when faced with challenges and setbacks
• Ability to function independently and use own initiative in a fast-paced environment, as well as to take direction

Desirable:

• Experience in a Governance role providing secretariat support
• Experience in system administration
• Experience of working on EU-funded projects (Horizon2020 or Framework 7) (and other Grant funded projects) or in innovation environments
• Experience of working with third parties including procuring their services
• A relevant bachelor’s degree qualification or equivalent level qualification

Benefits

• 9 day fortnight for everyone, we have a full company shutdown every other Friday.
• 23.5 holiday entitlement for everyone, with pro-rata calculations for part-time employees, along with a Christmas shutdown period for additional days off.
• Competitive pension, up to 10% company contribution to help you save for your future.
• Two paid days of volunteering leave per year (pro-rata for part-time employees) to support charitable activities.
• Employee Assistance Programme (EAP) providing 24/7 confidential work/life support services to you and your immediate family members.
• Cycle to Work Scheme encouraging a healthy and sustainable commute.
• Cash Health Plan, offering reimbursement for a wide range of essential and everyday healthcare expenses, promoting your well-being.
• Payroll Giving scheme, allowing regular charitable contributions from pre-tax income, maximizing the impact of your donations.
• Discounts and offers from a wide variety of retailers, enhancing your purchasing power and providing savings opportunities.

Employment here is based solely upon individual merit and qualifications directly related to professional competence. We strictly prohibit unlawful discrimination or harassment on the basis of race, colour, religion, national origin, ancestry, pregnancy status, sex, gender identity or expression, age, marital status, mental or physical disability, medical condition, sexual orientation, or any other characteristics protected by law. We also make all reasonable accommodations to meet our obligations under laws protecting the rights of the disabled.