PMO/Project Support Officer

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit:

https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

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/ Project 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 and you will assist in maintaining the standards for project management within your team. You will be responsible for a diverse range of activities to support the delivery of the project's objectives. You will be expected to assist with effective communication between project management and the business, to maintain central project records and produce regular management reports.

As PMO/Project Support Officer you will enable the smooth running of the project by supporting the Project Manager/Head of PMO with admin including secretariat duties, minute taking, project board support and the co-ordination of business management actions and activities on their behalf. 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/Head of PMO about the project status. Develop project performance reports.Admin – Ensure organisational tasks are carried out efficiently. Support with secretariat duties including minute taking and project board support. 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. Drafting of correspondence.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.

Location & Terms of appointment

This post is advertised nationally but frequent travel will be required to sites where Programmes are based.

Please note, your base office location at an MoJ HQ site, Justice Collaboration Centre or Justice Satellite Office will be discussed if successful.

Below are our current MoJ HQ’s:

Leeds HQ - 5 Wellington Place, Leeds, LS1 4AP.

London HQ - 10 South Colonnade, Canary Wharf, E14 4PU - Please note inner London candidates will be contracted to 10 South Colonnade HQ but may be required to travel to locations where our Major Projects are based.

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

This is a 6 month rolling recruitment campaign, sifting and interviews will be scheduled at regular intervals throughout the campaign.

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.

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

Successful candidates will then be invited for interview and the interviews will take place virtually via Microsoft Teams.

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

In-tray Exercise

Candidates will also be asked to complete an In-tray Exercise one hour prior to the interview commencing. Instructions 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.

Project Delivery Competencies

You will be required to provide evidence of the following key competencies at the indicated level:

Competencies

Description

Level required

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 competenceYou 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 competenceYou have applied this independently in low complexity projects and/or under supervision in more complex projects.

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 competenceYou 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 competenceYou 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.

(P) Detailed knowledge and significant experience. You have a deep understanding of this competence.

You have applied this independently in medium and/ or highly complex projects.You advise and may supervise others in the delivery of this competence.You can adapt/tailor your approach to meet the requirements of the project.

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.

(P) Detailed knowledge and significant experience. You have a deep understanding of this competence.

You have applied this independently in medium and/ or highly complex projects.You advise and may supervise others in the delivery of this competence.You can adapt/tailor your approach to meet the requirements of the project.

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.

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 competenceYou 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 competenceYou 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 competenceYou 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 sites, including London, is required for this post.

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.