PMO Coordinator

Responsibilities will include the following:

• Organise, produce and maintain accurate and well-presented work within their team / unit / group.
• Responsible for maintaining administrative processes within specified timescales for their area of work.
• Prepare Senior Leader reports enabled by accurate project data entry, maintenance of spreadsheets and databases, routinely quality assuring them - this can include restricted or confidential information.
• Daily management of the CEMAR system, ensuring all notices, including RFQ's, Task Orders, EWNs etc. are being raised efficiently and accurately and ensuring the timely closure of notices.
• Responsible for validating the monthly Payment Applications which flows from the CEMAR system, ensuring this is reconciled against the Project Tracker.
• Responsible for producing (including drafting/presenting) Change Board submissions, ensuring deadlines are met. Play an active role in monitoring projects, liaising with the PMO and the Service Providers project management team.
• Coordinate and manage the final account process for all projects upon completion, ensuring that the financial data is accurate.
• Support in taking minutes/notes from the weekly project's progression calls and writing them up to a high standard and following up on actions.
• Provides a first line of response to stakeholders, supply chain and delivery colleagues.
• Act as first point of contact for general administrative support as and where required. This may involve chasing up outstanding information, updating, and closing cases on the tracking system, retrieving files/ information and interrogating databases to obtain information.
• Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department.
• Prepare paperwork for checking by manager, conducting initial checks as required.
• Act as I-Procurement and Quantum Point of Contact requisitioner.
• Maintaining, logging and processing documents for the unit within given timeframe.
• Manage the functional mailbox(s) action any issues and where needed log the request in the relevant folder/spreadsheets.
• Manage and progress the daily PD Vetting Requests, ensuring that all requests are processed, and all queries are actioned within the required SLA, ensuring accurate data entry to the PD Vetting tracker to allow all vetting requests to be tracked and reported.
• Establish and maintain good collaborative relationships, with the service providers and other stakeholders., We will assess you against these behaviours during the selection process:
• Changing and Improving
• Communicating and Influencing
• Working Together
• Delivering at Pace
Flexible working hours The Property Directorate offers a flexible working system in many teams. Requests for reduced hours contracts will be considered in line with business needs. This is a full-time role., The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity. Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) - See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity). For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location's respective pay scale (any legacy arrangements/locations will need to be amended). 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. MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer. All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet. Flexible working hours The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ's Flexible Working policy., Interview dates to be confirmed. Behaviours Changing and Improving Communicating and Influencing Working Together Delivering at Pace Strengths Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here. Use of Artificial Intelligence (Al) You must ensure that any evidence submitted as part of your application, including your CV, statement of suitability and behaviour examples, are truthful and factually accurate. Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own. Level of security checks required Counter Terrorism Check (CTC)

Essential
• A good working knowledge of the Microsoft Office Products e.g. Excel and PowerPoint.
• Good communication skills and the ability to communicate at all levels of the organisation.
• Excellent written and oral communication skills.
• Building effective relationships with a range of stakeholders by various forms of communication.
• Tenacity and drive, with a proven ability to resolve problems swiftly and deftly. Ability to exercise significant judgement to analyse situations and develop new approaches, factoring in awareness of the estate's strategy, and a thorough understanding of the relevant organisation's strategy.
• Demonstrate commitment to the organisation's values and behaviours, equal opportunities and diversity, service regulatory frameworks and requirements, responsibilities under Health and Safety, risk management and security, and protection of information.
  
  The MoJ Property Directorate is a customer focused organisation that exists to enable our customers to perform to their very best. We do this by providing high quality, easy to use services, and working environments that our customers want to work in, which support them to deliver their individual outputs efficiently. Our job is to manage one of the most diverse and complex estates in Government - hosted by the Ministry of Justice (MoJ). Our remit brings together a property portfolio including Prisons, Probation, MoJ HQ and Arm's Length Bodies.
MoJ Property provides specialist services including Facilities Management, Health and Safety, Fire Safety, Security, Technical Design expertise and Sustainability. Additionally, we have dedicated business management teams supporting the entire Directorate and each of our partners is supported by Account Management teams. We are part of the Government Property Profession (GPP) and through active membership and engagement we will work with the Office of Government Property to develop the maturity of the profession and encourage our people to join the GPP. We aim to build our capability through training and recruitment, aspiring to be the best that we can be as individuals and as a Directorate. We continue to deliver new ways of working across our portfolio leading on the scale and pace of activity for central government. Our approach involves proposing effective solutions, offering dynamic and flexible workspaces, and significantly reducing the cost of the estate., The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy. A Great Place to Work for Veterans The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces. For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

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. 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. 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 moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.
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
• To Transformative Business Services (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk);
• To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
• To the Civil Service Commission (details available here)
As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.