JOB DESCRIPTION AND PERSON SPECIFICATION. PMO Governance Coordinator GRADE: 5 THE LONDON SCHOOL OF HYGIENE & TROPICAL MEDICINE

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1 JOB DESCRPTON AND PERSON SPECFCATON POST: DVSON/DEPT/UNT: RESPONSBLE TO: PMO Governance Coordinator Executive Office/PMO Head of PMO GRADE: 5 THE LONDON SCHOOL OF HYGENE & TROPCAL MEDCNE The London School of Hygiene & Tropical Medicine is a world-leading centre for research and postgraduate education in public and global health, with 4,000 students and more than 1,300 staff working in over 100 countries. The School is one of the highest-rated research institutions in the UK, and was recently cited as one of the world s top universities for collaborative research. Our mission is to improve health and health equity in the UK and worldwide; working in partnership to achieve excellence in public and global health research, education and translation of knowledge into policy and practice. Founded by Sir Patrick Manson in 1899, the School is now part of the University of London and has expanded in recent years at its two main sites on Keppel Street and Tavistock Place. Our research funding has grown to over 60 million per annum from national and international sources including the UK government, the European Commission, the Wellcome Trust and the Bill & Melinda Gates Foundation. The School s multidisciplinary expertise includes clinicians, epidemiologists, statisticians, social scientists, molecular biologists and immunologists. We work with our partners worldwide to support the development of teaching and research capacity, and our alumni work in more than 180 countries. Further information is available at mproving health worldwide lshtm.ac.uk 1

2 JOB DESCRPTON This is a dynamic customer-facing role that will require the ability to provide analysis and progress updates on the School s portfolio of projects and change programmes, deliver on actions as directed by governance bodies and provide day-to-day Project Management Office administrative and point of contact support. The PMO Governance Coordinator (PGC) is responsible for analysing project portfolio & pipeline priorities and risk so that the School achieves an optimised mix of T & Estates project investments, making the best possible use of resources and delivering the maximum value and benefits from projects and programmes within the portfolio. The role holder will recommend projects mix and risk responses to PMO, Project and Management Boards. The GO is also responsible for managing the visibility, tracking, analysis and reporting of the project & programme portfolio / pipeline and provide project quality assurance and centre of excellence capability whilst providing project and administration support for the PMO and project boards. The PMO is responsible for the prioritisation, monitoring, controlling, reporting and delivery of all strategic change projects approved by the School. You will work in a busy PMO office, reporting to Head of PMO with the aim of delivering all projects to time, cost and quality with minimum disruption, by embedding a balanced portfolio approach to all change projects at the School. This role will challenge and reward the successful candidate in equal measures and enable you to build a great reputation within the School as well as broaden your experience in a busy fast-paced project management environment. The role requirements: Providing project and analytical support services for projects within a business change function including production of governance reports and management information for projects. Working in a busy and demanding Project Portfolio environment Delivering high quality formal reports to tight deadlines Communicating across a diverse community of senior stakeholders, good networking and influencing skills. Working with a range of project management methodologies, tools and techniques Managing Sharepoint workspaces, MS Project, MS Planner, resource demand and planning tools and potentially Project online Confidence to deal with Senior Managers across the School and effectively represent the PMO Tracking and reporting project progress through highlight reports Capturing, tracking, evaluating and responding to programme risks Providing project administrative support Working across multiple projects with conflicting resource demands to derive optimum portfolio prioritisation and risk mitigation. lshtm.ac.uk 2

3 Responsibilities 1. Develop and manage the project portfolio prioritisation model and risk register 2. Continuously review project pipeline for changes in urgency, resourcing, importance and compliance 3. Provide reporting services for PMO. Develop and maintain a suite of management dashboards and project reports. Collate data, generate reports, and deliver dashboards, highlights and exception reports. 4. Engage with sponsors, PMO leads, project boards and governance groups to validate and assess prioritization, and risk mitigation of the project portfolio through approved governance processes 5. Act as a quality assurance mechanism ensuring that projects are well managed. Monitor and evaluate that quality project standards are adhered to in the PMO. Liaise with Project Managers to report progress against plans and ensure monthly and ad-hoc reports are produced to required standard. 6. Support individual projects, by acting as a critical friend, providing advice and guidance regarding project governance, risk management and benefits realisation 7. Provide project administrative services to governance boards, project assurance teams and quality review meetings. 8. Secretariat for some project and programme governance meetings, responsible for scheduling, producing minutes, actions tracking, diary management and risk management 9. Prepare, maintain and manage the Project roadmap and roadmap meetings, resource plans and follow up actions 10. Develop and maintain a central PMO lessons learned library, risk and issues log 11. Liaise closely with Finance regarding monitoring of financial spending on projects and provide project budget reporting capability 12. Champion PMO best practices and develop appropriate use and access to PMO SharePoint workspaces and Project Management Tools and systems 13. Provide guidance on the PM project management methodologies, procedures, processes, tools and techniques. Advance and promote the use of standardised services, resources and relevant tools provided by the PMO within the School 14. Provide assistance and act as a focal point of contact for day-to-day advice and information for School staff on PMO service offering 15. Liaise with all members of the Management Board and PMO team and staff at all levels across the School to facilitate and educate effective project planning, delivery and management. 16. Administer any future PPM tool or PMO system or project management tools that support central project Management planning, progress and status reporting 17. Assess benefits management across projects and programmes 18. Maintain a skills matrix for the PMO, conduct training needs analysis and arrange suitable training interventions 19. Develop and maintain KP s and metrics for the PMO, whilst identifying and leading possible improvements 20. Develop a demand management schedule tool, mapping available resources against a current and pipeline portfolio of projects and programmes 21. Evaluate and assist implementing process and system improvements to improve project/programme delivery based on analysis and evidence. 22. Manage and deliver any projects as assigned by Head of PMO lshtm.ac.uk 3

4 23. Assist and support the Head of PMO and Head of Capital Projects in varied adhoc tasks as required and any other routine tasks and duties as may be assigned from time to time 24. Ensure day-to-day PMO administration tasks are managed effectively including absence management, training bookings, office stationery and general expenditures 25. Manage your own continuous professional development 26. Demonstrate the School s values through your behaviour at work, including your duties and responsibilities in respect of equality and diversity, health and safety, data protection, and any other legislative requirement. PERSON SPECFCATON Qualifications The successful candidate should: / Tested by* 1 Qualification at Further or Higher Education level, or equivalent experience 2 Experience of working with a range of Project Management Methodologies, tools and techniques such as Agile, Waterfall, prince2, APM, P3O. 3 Evidence of continuing professional development A,1 Background & Experience The successful candidate should have a background in, or experience of: 4 Experience in the Higher Education Project Management sector 5 Proven experience analysing and administering a project portfolio and pipeline, providing quality assurance through approved governance channels 6 Demonstrable experience working in a busy and demanding PMO/Change Management environment 7 Demonstrable risk management reporting and mitigation strategies 8 Demonstrable experience administering new project requests, prioritisation, monitoring and reporting change projects 9 Working with Project Managers, stakeholders and Relationship Managers to track and report project status and progress. 10 MS Office including Excel, Sharepoint, Project and Planner and project management tools 11 Secretariat for some project and programme governance meetings, responsible for scheduling, producing minutes, actions tracking, diary management and risk management 12 Experience of Project lifecycle and project implementations would be beneficial / Tested by* lshtm.ac.uk 4

5 13 Managing day-to-day PMO administration including absence management, skills matrix, training, stationery, project financials and expenditures Skills & Competencies The successful candidate should demonstrate: 14 Ability to manage conflicting priorities in a changing environment, meet deadlines, and handle time critical situations. 15 Ability to use initiative and work autonomously whilst also being able to contribute effectively in a team environment 16 Excellent interpersonal skills and the ability to adapt oral and written communication methods and styles to suit the audience. Capable of communicating across a diverse community of senior stakeholders, with good networking and influencing skills. 17 The ability to build and sustain effective professional working relationships within PMO and wider business environment including senior stakeholders 18 Continuous development of personal skills and behaviours appropriate to the LSHTM environment 19 The ability to work across teams and share resources where necessary to deliver 21 Ability to work pro-actively and use initiative within agreed limits * A = application; = interview; T = test / Tested by* A, SALARY AND CONDTONS OF APPONTMENT The appointment is available immediately. The salary will be on the Professional Support Pathway Grade 5 scale in the range 33,567 to 38,533 per annum (inclusive of London Weighting). The post will be subject to the LSHTM terms and conditions of service. Annual leave entitlement is 30 working days per year, pro rata for part time staff. n addition to this there are discretionary Director s Days. Membership of the Pension Scheme is available. APPLCATONS Applications should be made on-line via our website at Applications should also include the names and contacts of 2 referees who can be contacted immediately if shortlisted. Online applications will be accepted by the automated system until 10pm of the closing date. Any queries regarding the application process may be addressed to jobs@lshtm.ac.uk. Please quote reference PSS-PMO ASYLUM AND MMGRATON STATEMENT The School will comply with the mmigration, Asylum and Nationality Act 2006, which requires all employees to provide documentary evidence of their legal right to work in this country prior to commencing employment. Candidates will be required to bring their passport (and visa if applicable) to interview so that it can be copied and verified. lshtm.ac.uk 5

6 This role does not meet the minimum requirements set by UK Visas and mmigration to enable sponsorship of migrant workers. Therefore we cannot progress applications from candidates who require sponsorship to work in the UK Further information about Certificate of Sponsorship and eligibility to work in the UK, can be found at: lshtm.ac.uk 6