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PMO Lead
| Posting date: | 14 January 2025 |
|---|---|
| Hours: | Part time |
| Closing date: | 13 February 2025 |
| Location: | CV2 2DX |
| Company: | Mitie |
| Job type: | Permanent |
| Job reference: | 67669 |
Summary
Company name: Mitie FM Ltd
Job Title: PMO Lead
Reporting to (position) Senior Project Managers
Our values and behaviours
Delivering the exceptional, every day
• Our purpose: our expertise, care, technology, and insight create amazing work environments, helping our
customers be exceptional every day.
• Our promise to our people: a place to work where you can thrive and be your best every day.
• Our promise to our customers: a trusted partner creating exceptional environments for your customers and
people, adding value every day.
• Our culture - our core values and how we behave:
o We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if
we can help a customer or colleague in any way, we will. We are one Mitie.
o We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of
company. We treat others as we would like to be treated. We are proud to work for Mitie.
o We go the extra mile: whether its keeping things running smoothly in a safe environment, looking for
new ways to do things better or fixing problems, going the extra mile for our colleagues and customers,
and keeping our promises is in our DNA.
o Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds.
Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.
o Our customers' business, is our business: we are a partner, trusted for our expertise and for putting
our customers at the heart of everything we do.
Job objectives and responsibilities
The PMO Lead is part of the Projects Team at University Hospital Coventry and Rugby St Cross. Reporting into the
Senior PMs, responsibilities include, but are not limited to:
· Defining project methodology for the successful delivery of projects
· Working alongside the Head of Projects & Senior PMs to establish and maintain a robust delivery framework
with stage gates / exit criteria
· Supporting operational and strategic objectives by formulating processes that drive consistency and delivery
excellence
· Creating and maintaining yearly ‘Portfolio Trackers' to record project information, including project financial
details
· Providing a view across all project workstreams that enables a Portfolio level understanding of all current and
completed works
· Providing workstream and Portfolio level management reporting that drives accountability, decision-making,
transparency and visibility
· Working alongside the Head of Projects and Senior PMs to implement Project Management Forums at both
project and Portfolio level, including monthly meetings with the Client
· Providing a robust governance structure and ongoing Quality Assurance - independent oversight, scrutiny and
constructive challenge
· Quality Assurance of financial entries on the Portfolio Trackers
· Development and implementation of project management processes including RACIs, project status reports,
RAIDD Logs (Risks, Assumptions, Issues, Decisions & Dependencies), Post Project Evaluations and a Lessons
Learnt database
· Providing support and guidance to the Projects Team in relation to project management processes
· Providing Best Practice Guides
· Oversight and management of defined project templates, using version control
· Continuous Improvement - regularly reviewing outcomes, gathering feedback, and implementing best practices; driving process improvements
Main duties
· Delivery Framework
o Creating a robust project Delivery Framework with stage gates / exit criteria
o Implementation of a Delivery Framework
o Creating all associated Delivery Framework documentation and visual diagrams
o Creating a corresponding project delivery RACI
o Regular reviews / improvements / changes made to the Delivery Framework as required to support
business change or for continuous improvement
· Trackers & Reporting
o Creating (yearly) and maintaining ‘Portfolio Trackers' to record project information, including financial
details
o Regular reviews / improvements / changes made to the trackers as required to support business
change or for continuous improvement
o Tracker maintenance e.g. repairs following formula or usage errors
o Quality Assurance of tracker entries - independent oversight, scrutiny and constructive challenge
§ PM Tracker Entries
· Reviewing and analysing project entries across all workstreams
· Identifying gaps and/or errors and raising these with the appropriate PM e.g. project
completion dates in the past on open projects, projects requested 6 months+ ago with
no approval to proceed, querying variation cost details where these don't align
· Highlighting projects that are still awaiting sign off after two weeks and querying these
with the PM
· Checking financial entries with the PM where a loss or profit is showing; cross-checking
these entries against the signed cost sheet in the project folder
· Querying gaps in process as a result of incorrect entries
· Raising queries with the appropriate PM or SPM; escalating issues as appropriate
· Moving projects from live workstream sheets to the completed project sheet, making a
final check that all PM entries are correct and querying these where they are not
§ Commercial Entries
· Reviewing and analysing commercial entries across all workstreams
· Identifying gaps and/or errors and raising these with Commercial e.g. live projects with
no PO/Order details, missing PO/Order details, missing subcontractor invoice details
· Raising queries with the appropriate member of the Commercial Team; escalating
issues as appropriate
· Adding completed projects to the Client Invoice sheet for Commercial to add details of
raised and paid invoices
· Reviewing Commercial reports as part of helicopter view ‘checks & balances' activities
o Raising queries with the appropriate PM, SPM or Commercial; escalating issues as appropriate
o Providing workstream and Portfolio level management reporting that drives accountability, decision-
making, transparency and visibility
o Providing reporting for gap analysis purposes, including financial details
o Providing reporting to senior management and attending meetings to talk through the detail
o Tracker administration (adding new users etc)
· Processes
o Defining and improving processes for the successful delivery of projects including RACIs, project status
reports, RAIDD Logs (Risks, Assumptions, Issues, Decisions & Dependencies), Post Project Evaluations
and a Lessons Learnt database
o Documenting processes that support the Delivery Framework
o Providing process support and guidance to the Projects Team, including the identification of any gaps in
processes and taking steps to address this · Best Practices o Promoting and driving project management best practices o Providing support and guidance to the PMs in relation to project management best practices o Providing support and guidance to the Programme Manager in relation to Project Plan / Programme of Works templates and milestone best practices o Providing support and guidance to the Programme Manager in relation to Quality Assurance activities o Creating and updating Best Practice Guides and associated documentation · Project Templates o Oversight and management of defined project templates, using version control o Template release management o Creation and maintenance of a corresponding Project Template Matrix, driven by project impact · Governance o Providing a robust governance structure and ongoing Quality Assurance - independent oversight, scrutiny and constructive challenge o Quality Assurance of adherence to governance - raising queries and escalating as appropriate o Creation and maintenance of a Governance Pack template o Review of weekly PM produced project Governance Packs · Project Forums o Working alongside the Head of Projects and Senior PMs to implement Project Management Forums at both project and Portfolio level, including monthly meetings with the Client o Providing guidance to the Projects Team for project related meetings best practices o Assist the Head of Projects and SPMs to plan for internal Portfolio Reviews; working alongside the Programme Manager & PMs to provide the required information in a timely manner o Attending internal Portfolio Reviews to review workstream and Portfolio reporting · Continuous Improvement o Proactive and regular review of all project methodology o Changes and updates to project methodology and associated processes as per business needs o Process gap analysis, identification and creation and/or remediation
Person Specification
• PMO experience, including the implementation of robust project methodologies
• Ideally P3O accredited
• Effective communication skills both verbal and written
• Able to produce effective and meaningful project methodology documentation
• Ability to champion project delivery and governance processes
• Training / embedding processes skills
• Analysis skills
• Confident with presenting and/or engagement with senior managers
Health and Safety responsibilities
Always follow Group and company policies and procedures.
· Report any deficiencies in systems of work or equipment provided that may result in failure of service delivery or
risk to health and safety or the environment
· Use all work equipment and personal PPE properly and in accordance with training received
· Report any issues or training needs to your Line manager and /or via the incident reporting system
Information Security
· DBS check will be required due to the nature of the work environment
Note
This job description is intended to give the post holder an appreciation of the role envisaged for this position and the
range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of
employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's
role and/or the needs of the business.
At Mitie we know that ‘our diversity makes us stronger.' We're committed to creating a diverse and inclusive
environment where our people can thrive and be their best every day. We are immensely proud of our rich and diverse
culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an
equal. We recognise the unique contributions that you can bring, and our people and customers thrive when we get this
right.
Job Title: PMO Lead
Reporting to (position) Senior Project Managers
Our values and behaviours
Delivering the exceptional, every day
• Our purpose: our expertise, care, technology, and insight create amazing work environments, helping our
customers be exceptional every day.
• Our promise to our people: a place to work where you can thrive and be your best every day.
• Our promise to our customers: a trusted partner creating exceptional environments for your customers and
people, adding value every day.
• Our culture - our core values and how we behave:
o We are one Mitie: we work as one to deliver a seamless, unrivalled service. We are all in it together, if
we can help a customer or colleague in any way, we will. We are one Mitie.
o We are built on integrity and trust: integrity and trust are at the heart of all we do. We are the face of
company. We treat others as we would like to be treated. We are proud to work for Mitie.
o We go the extra mile: whether its keeping things running smoothly in a safe environment, looking for
new ways to do things better or fixing problems, going the extra mile for our colleagues and customers,
and keeping our promises is in our DNA.
o Our diversity makes us stronger: we are very proud of our rich and diverse culture and backgrounds.
Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an equal.
o Our customers' business, is our business: we are a partner, trusted for our expertise and for putting
our customers at the heart of everything we do.
Job objectives and responsibilities
The PMO Lead is part of the Projects Team at University Hospital Coventry and Rugby St Cross. Reporting into the
Senior PMs, responsibilities include, but are not limited to:
· Defining project methodology for the successful delivery of projects
· Working alongside the Head of Projects & Senior PMs to establish and maintain a robust delivery framework
with stage gates / exit criteria
· Supporting operational and strategic objectives by formulating processes that drive consistency and delivery
excellence
· Creating and maintaining yearly ‘Portfolio Trackers' to record project information, including project financial
details
· Providing a view across all project workstreams that enables a Portfolio level understanding of all current and
completed works
· Providing workstream and Portfolio level management reporting that drives accountability, decision-making,
transparency and visibility
· Working alongside the Head of Projects and Senior PMs to implement Project Management Forums at both
project and Portfolio level, including monthly meetings with the Client
· Providing a robust governance structure and ongoing Quality Assurance - independent oversight, scrutiny and
constructive challenge
· Quality Assurance of financial entries on the Portfolio Trackers
· Development and implementation of project management processes including RACIs, project status reports,
RAIDD Logs (Risks, Assumptions, Issues, Decisions & Dependencies), Post Project Evaluations and a Lessons
Learnt database
· Providing support and guidance to the Projects Team in relation to project management processes
· Providing Best Practice Guides
· Oversight and management of defined project templates, using version control
· Continuous Improvement - regularly reviewing outcomes, gathering feedback, and implementing best practices; driving process improvements
Main duties
· Delivery Framework
o Creating a robust project Delivery Framework with stage gates / exit criteria
o Implementation of a Delivery Framework
o Creating all associated Delivery Framework documentation and visual diagrams
o Creating a corresponding project delivery RACI
o Regular reviews / improvements / changes made to the Delivery Framework as required to support
business change or for continuous improvement
· Trackers & Reporting
o Creating (yearly) and maintaining ‘Portfolio Trackers' to record project information, including financial
details
o Regular reviews / improvements / changes made to the trackers as required to support business
change or for continuous improvement
o Tracker maintenance e.g. repairs following formula or usage errors
o Quality Assurance of tracker entries - independent oversight, scrutiny and constructive challenge
§ PM Tracker Entries
· Reviewing and analysing project entries across all workstreams
· Identifying gaps and/or errors and raising these with the appropriate PM e.g. project
completion dates in the past on open projects, projects requested 6 months+ ago with
no approval to proceed, querying variation cost details where these don't align
· Highlighting projects that are still awaiting sign off after two weeks and querying these
with the PM
· Checking financial entries with the PM where a loss or profit is showing; cross-checking
these entries against the signed cost sheet in the project folder
· Querying gaps in process as a result of incorrect entries
· Raising queries with the appropriate PM or SPM; escalating issues as appropriate
· Moving projects from live workstream sheets to the completed project sheet, making a
final check that all PM entries are correct and querying these where they are not
§ Commercial Entries
· Reviewing and analysing commercial entries across all workstreams
· Identifying gaps and/or errors and raising these with Commercial e.g. live projects with
no PO/Order details, missing PO/Order details, missing subcontractor invoice details
· Raising queries with the appropriate member of the Commercial Team; escalating
issues as appropriate
· Adding completed projects to the Client Invoice sheet for Commercial to add details of
raised and paid invoices
· Reviewing Commercial reports as part of helicopter view ‘checks & balances' activities
o Raising queries with the appropriate PM, SPM or Commercial; escalating issues as appropriate
o Providing workstream and Portfolio level management reporting that drives accountability, decision-
making, transparency and visibility
o Providing reporting for gap analysis purposes, including financial details
o Providing reporting to senior management and attending meetings to talk through the detail
o Tracker administration (adding new users etc)
· Processes
o Defining and improving processes for the successful delivery of projects including RACIs, project status
reports, RAIDD Logs (Risks, Assumptions, Issues, Decisions & Dependencies), Post Project Evaluations
and a Lessons Learnt database
o Documenting processes that support the Delivery Framework
o Providing process support and guidance to the Projects Team, including the identification of any gaps in
processes and taking steps to address this · Best Practices o Promoting and driving project management best practices o Providing support and guidance to the PMs in relation to project management best practices o Providing support and guidance to the Programme Manager in relation to Project Plan / Programme of Works templates and milestone best practices o Providing support and guidance to the Programme Manager in relation to Quality Assurance activities o Creating and updating Best Practice Guides and associated documentation · Project Templates o Oversight and management of defined project templates, using version control o Template release management o Creation and maintenance of a corresponding Project Template Matrix, driven by project impact · Governance o Providing a robust governance structure and ongoing Quality Assurance - independent oversight, scrutiny and constructive challenge o Quality Assurance of adherence to governance - raising queries and escalating as appropriate o Creation and maintenance of a Governance Pack template o Review of weekly PM produced project Governance Packs · Project Forums o Working alongside the Head of Projects and Senior PMs to implement Project Management Forums at both project and Portfolio level, including monthly meetings with the Client o Providing guidance to the Projects Team for project related meetings best practices o Assist the Head of Projects and SPMs to plan for internal Portfolio Reviews; working alongside the Programme Manager & PMs to provide the required information in a timely manner o Attending internal Portfolio Reviews to review workstream and Portfolio reporting · Continuous Improvement o Proactive and regular review of all project methodology o Changes and updates to project methodology and associated processes as per business needs o Process gap analysis, identification and creation and/or remediation
Person Specification
• PMO experience, including the implementation of robust project methodologies
• Ideally P3O accredited
• Effective communication skills both verbal and written
• Able to produce effective and meaningful project methodology documentation
• Ability to champion project delivery and governance processes
• Training / embedding processes skills
• Analysis skills
• Confident with presenting and/or engagement with senior managers
Health and Safety responsibilities
Always follow Group and company policies and procedures.
· Report any deficiencies in systems of work or equipment provided that may result in failure of service delivery or
risk to health and safety or the environment
· Use all work equipment and personal PPE properly and in accordance with training received
· Report any issues or training needs to your Line manager and /or via the incident reporting system
Information Security
· DBS check will be required due to the nature of the work environment
Note
This job description is intended to give the post holder an appreciation of the role envisaged for this position and the
range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of
employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's
role and/or the needs of the business.
At Mitie we know that ‘our diversity makes us stronger.' We're committed to creating a diverse and inclusive
environment where our people can thrive and be their best every day. We are immensely proud of our rich and diverse
culture and backgrounds. Our diversity creates ideas and insights. Everyone at Mitie has a voice and is treated as an
equal. We recognise the unique contributions that you can bring, and our people and customers thrive when we get this
right.