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Programme and Project Management

PMO Support Officer – 43159
£24,002 - £38,373
Multiple Locations

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We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity  

Directorate: MoJ Project Delivery Function

Job Title: PMO (Project/Programme Management Office) Support Officer

Pay Span or equivalent: Band C

The Ministry of Justice (MoJ) priorities include improving public safety and reducing reoffending by reforming prisons, probation and youth justice, and building a justice system which makes access to justice swifter and more certain for all citizens whatever their background. Project professionals in the MoJ help to improve the government’s ability to protect the public and reduce reoffending, and to provide a more effective, transparent and responsive criminal justice system for victims and the public.

This role provides you with the unique opportunity to being central to the delivery of the Secretary of State’s priorities by being a member of the Ministry of Justice Project Delivery Function. The MoJ Project Delivery Function sees the centralisation and coordination of all project delivery within the Ministry. By joining the MoJ Project Delivery Function, you will be able to access professional development opportunities including an enhanced and tailored development plan, access world leading guidance, tools and support across and access to the unique Government Project Delivery Professional Network, not to mention your participation in some of the Countries most ambitious projects.

As PMO Support Officer, you will be central to the delivery of the Secretary of State’s priorities. This role will provide you with an interesting and supported introduction to and application of project procedures, tools and techniques. You will assist in maintaining the standards for project management within your team. This includes the implementation and application of project procedures, tools and techniques. You will provide support to your project team, and act as a source of project information and metrics. Successful candidates are expected to commit to the role for a minimum of 18 months.

MoJ expects its employees to show openness, honesty and commitment, and, of course, to deliver results.

Key responsibilities of the role

  • Planning and scheduling – Ensure systems are in place to enable effective planning and scheduling.
  • Monitoring and reporting – Manage project controls, reporting to the Project Manager about the project status. Develop project performance reports.
  • Admin – Ensure organisational tasks are carried out efficiently. Manage compliance of the project with Departmental Security, Health & Safety, Equality & Diversity, Business Continuity and Business Planning.
  • Resources – Manage workforce planning, providing information for effective decision making. Procurement of supplies and services related to project support within Delegated Financial Authority limits.
  • Stakeholder – Manage and engage with a wide range of internal and external stakeholders.
  • Financial control – Manage project spend and contribute to the compilation of budgets. Contribute to the project business case.
  • Risks and Issues – Lead potential risk areas, working with risk manager and escalating as appropriate.
  • Experience of successfully supporting projects and working with multi-disciplinary teams to deliver results within fixed timeframes with limited resource.  
  • Experience of organising teams, establishing processes and working to deadlines.  
  • Able to use Microsoft Office tools.

This post requires frequent weekly travel to other sites.

Location & Terms of appointment

This is a Permanent role.

These positions will be based out of either:

Leeds – 5 Wellington Place, Leeds, LS1 4AP

London offices – 102 Petty France, London, SW1H 9AJ or 10 South Colonnade, Canary Wharf, London, E14 4PU – Please note you will be contracted to 10 South Colonnade HQ but you will be required to work out of 102 Petty France with our Major Portfolio Project teams.

Salary & Grade

Band C- HEO

New entrants to the Civil Service will be expected to join on the minimum of the pay range and this is non-negotiable.

Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer / pay on promotion rules.

Selection and Recruitment Process

Where high volumes of applications are received the initial sift will be completed against the lead competency. If your application progresses to a full sift, all competencies will then be considered. Feedback is not available for those not invited to interview.

Merit List of successful candidates based on location will be retained after this campaign for 12 months.

Application Process

You will be required to complete an application form providing evidence of how you meet the Project Delivery Competencies as per the Project Delivery Capability Framework (PDCF).

Details on the PDCF can be found on the Infrastructure and Projects Authority pages

Successful candidates will then be invited for interview. These will take place virtually via MS Teams.

One hour prior to the Interview commencing, candidates will be asked to complete an In-tray Exercise. Instructions on this will be sent to candidates directly before their interview date. This is used to test a candidate’s admin responsibilities and planning tools. This will be one of the key responsibilities of the role alongside technical knowledge of project delivery.

The interview will consist of Project Delivery technical and strength-based questions in line with success profiles.

Project Delivery Competencies 

Project Delivery Profession – Technical Competencies 

Planning

Planning is the ability to define the fundamental components of a project in terms of its scope, deliverables, time scales, resource requirements and budget. It also includes the production of broader plans incorporating risk and quality to provide a consolidated overview of a project.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Scheduling

The ability to develop, produce and maintain schedules for activities that take account of dependencies, resource requirements and constraints in order to enable the efficient realisation of benefits.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Resource management

Resource Management is the ability to identify, profile and secure the resources required to deliver a project.

(A) Basic knowledge and limited or no experience

  • You understand how it can be applied.
  • You can describe the benefits and importance.
  • You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Budgeting and cost management

Budgeting and Cost Management is the ability to estimate costs, produce a budget and control forecasts and actual spend against budget.

(A) Basic knowledge and limited or no experience

  • You understand how it can be applied.
  • You can describe the benefits and importance.
  • You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Risk & issue management

Risk & Issue Management is the ability to systematically identify and monitor risks & issues, planning how to mitigate / respond to those risks and issues and implementing the responses.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Governance

Governance is the ability to clearly define roles, responsibilities and accountabilities and establish controls and approval routes appropriate to each stage of the project to monitor project progress and compliance.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Frameworks & methodologies

Is the ability to identify and amend appropriate project frameworks and methodologies to enable a consistent and efficient approach to delivery at all stages of the project lifecycle.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Stakeholder engagement

Stakeholder Engagement is the ability to systematically identify, analyse and communicate with stakeholders, using appropriate channels, to ensure all those impacted by the change are engaged, taking account of their levels of influence and particular interests.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Assurance

Assurance is the ability to establish, plan and manage reviews at appropriate points during all stages of the project life cycle to provide evaluations of progress against time, cost, quality, compliance and ongoing viability.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Change control

Change Control is the ability to establish protocols to manage and document all requests that alter the scope of a project. This includes, the capture, evaluation and approval or rejection of any requests.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Knowledge management

Knowledge Management is the ability identify, share and promote best practices and lessons learned to create a culture of learning and good practice that supports continuous improvement to optimise project delivery.

(A) Basic knowledge and limited or no experience

  • You understand how it can be applied.
  • You can describe the benefits and importance.
  • You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Project Delivery Profession – Behavioural/Leadership Competencies 

Visible leadership

The ability to engage, motivate and coach others. To act as a role model and inspire and empower others.

(A) Basic knowledge and limited or no experience

  • You understand how it can be applied.
  • You can describe the benefits and importance.
  • You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Credible action

The ability to promote the wider public good in all actions and to act in a morally, legally and socially appropriate manner at all times. Challenges unacceptable behaviour.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects

Working with ambiguity

The ability to work in an environment of uncertainty and continual change. Able to feel comfortable making decisions and setting direction without having the full picture and re-focus as details emerge. Can apply knowledge and techniques to reduce ambiguity.

(A) Basic knowledge and limited or no experience

  • You understand how it can be applied.
  • You can describe the benefits and importance.
  • You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Collaboration

The ability to establish and develop productive relationships with internal and external stakeholders, bringing people together to benefit the project.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects

Influencing

The ability to influence, change and impact decisions with both internal and external stakeholders.

(A) Basic knowledge and limited or no experience

  • You understand how it can be applied.
  • You can describe the benefits and importance.
  • You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Conflict resolution

The ability to recognize, anticipate and effectively deal with existing or potential conflicts at an individual, team or

strategic level.

(A) Basic knowledge and limited or no experience

  • You understand how it can be applied.
  • You can describe the benefits and importance.
  • You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Inspiring others

The ability to create and present a compelling vision and set clear direction, that motivates others to work towards a

common goal.

(A) Basic knowledge and limited or no experience

  • You understand how it can be applied.
  • You can describe the benefits and importance.
  • You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Resilience

The ability to adapt to changing circumstances and adverse situations whilst remaining calm, reassuring others and

maintaining performance.

(W) Working knowledge and practical experience

  • You have a good understanding of this competence
  • You have applied this independently in low complexity projects and/or under supervision in more complex projects

Innovation

The ability to think of, research and apply new ideas and ways of doing things. Encourages and supports innovations from others, is willing to experiment and follow ideas through to implementation.

(A) Basic knowledge and limited or no experience

  • You understand how it can be applied.
  • You can describe the benefits and importance.
  • You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Culture change

The ability to plan, lead and effect positive cultural change, securing commitment and buy-in and promoting a positive long term vision. Recognizes when broader culture change is necessary to deliver a project.

(A) Basic knowledge and limited or no experience

  • You understand how it can be applied.
  • You can describe the benefits and importance.
  • You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Travel

Occasional travel to other site including London is required for this post

Flexible working options

MoJ offers a flexible working system in many of its offices.

Job Sharing and Reduced Hours

All applications for job sharing or reduced hours will be treated fairly and on a case by case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances

This job is not eligible for relocation allowances but excess fares may be considered in accordance with MoJ’s excess fares allowance policy.

Additional Information

Working Arrangements & Further Information

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits,retail vouchers and discounts on a range of goods and services.
  • For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

1-    To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);

2-    To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);

3-    To the Civil Service Commission (details available here)

The Civil Service embraces diversity and promotes equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Grading Structure Review

The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.

Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.