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PMO Administrator Job Description
To be the central point of contact for the On-Line Project Office and to ensure it is highly effective in supporting the delivery of the programme with in the Division of the ORGANISATION.
The purpose of the role is to support the project management team with status and financial reporting, recruitment and on-boarding of new staff.
• To assist the Programme Manager in the co-ordination of workstream progress and risk reports, compiling status and financial summaries for the programme.
• To follow up with Workstream Leads and Project Managers on agreed actions from meetings, resolution of risks, issues and dependencies.
• To administer and co-ordinate the schedule for L2012 team meetings, room bookings and associated facilities.
• Minute taking and producing output for larger project meetings
• To support the L2012 Management team with:-
o Checking financial (SAP) reports, raising purchase orders and checking invoices.
o Maintaining an overall electronic and physical filing system, updating where required.
o Centrally co-ordinating team member holidays and diaries
• Provide ad hoc support to other members of the L2012 management team, as required
REQUIRED SKILLS, KNOWLEDGE AND EXPERIENCE
• Broad knowledge of the ORGANISATION and its main business units
• Practical experience of the concepts and processes required within project management, PRINCE 2 or similar qualification would be an advantage.
• Broad understanding of product development lifecycles
• Good organisational and planning skills to ensure work is appropriately prioritised and completed
• Self motivated to work on your own and as part of a team
• Excellent communication (verbal, written, listening) skills
• Fluent in Microsoft Office Outlook, Excel, Word, PowerPoint (Project and Visio an advantage)
• Numerate, able to distil the key messages form large amounts of data quickly
• Experience of working in an administration or junior project management role, preferably as part of a strongly business focused programme or PMO.
• Experience of working in a matrix management environment
Workstream Leads and Project Managers)
To liaise where appropriate with the programmes to obtain or provide information
L2012 Programme Management team
To ensure appropriate awareness of progress and alignment of plans and meetings
Other members of the team
To ensure appropriate visibility through meetings and reports
To provide reports and follow-up on agreed actions
All affected business units / divisions within ORGANISATION
To provide effective communication with all stakeholders
To ensure appropriate communication maintained
The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies.
Planning & Organising
• Able to juggle priorities and can concentrate on several areas of work at one time.
• Is able to think ahead in order to establish an efficient and appropriate course of action for self and others.
• Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and other resource requirements
• Consistently delivers to agreed deadlines, delegating tasks where required.
for a large project team
• Demonstrates the ability to make things happen and is focused on maintaining standards and processes in place.
• Builds a climate of trust across the L2012 workstreams and with the programme team
Analytical skills & experience
• Sifts information, selecting what is significant. Identifies gaps and how to find relevant data
• Can interpret and evaluate information from a range of sources and in a variety of formats
Collaborative working & Managing Relationships
• Experience of developing successful working relationships with a wide range of individuals and organisations, including contact at a senior / executive level.
• Recognises the importance of sharing and disseminating information and contacts.
• Takes care and time to maintain and develop existing relationships.
• Is aware of, and shows understanding and respect for, other people’s needs and actions. Values individual differences. Actively provides opportunities for others to participate in group situations. Has an ability to establish rapport quickly and effectively with new clients/ people.
• High levels of self-motivation, with the ability to work on own initiative.
• Demonstrates an approach to work that is characterised by commitment, motivation and enthusiasm.
• The ability to get messages clearly understood by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.
• Makes communication timely and regular. Checks for understanding.
• Listens, encourages discussion and two-way communication.
• Demonstrates a good understanding of the overall vision of the ORGANISATION for the London 2012 Olympics
• Keeps up-to-date with developments in the outside world and considers challenges in the wider context.