Portfolio Management Office (PMO) Administrator

The post holder will be a key member of the Portfolio Management Office (PMO) of IT Services. This is a critical unit within IT Services which oversees the programmes and projects that are being undertaken for the wider University.

The PMO is responsible for ensuring that projects are being run to the approved IT Services project methodology and are being tracked against time, cost and quality. It provides both a compliance and support function to Project Managers and other project staff. The PMO also assists in the planning of future work, working with team managers to ensure that the appropriate resources are available and that priorities are clear.

The post holder will provide a range of administrative and support functions for the Portfolio Management Office and will act as the initial point of contact for the PMO for all IT Services staff. They will report to the head of the IT Services Portfolio Management Office (PMO), and will work closely with Project Managers and other staff within IT Services to ensure that projects are conducted according to the IT Services project methodology and to assist in the preparation of project documents and meetings as required. Communications with staff and IT Services’ customers in other departments across the collegiate University will be key. This is a varied role where the post holder will be expected to use initiative, work with minimal supervision and prioritise their own workload. The post holder will need to become proficient with the aims of the Portfolio Management Office, the IT Services project methodology, and associated project management tools; training will be given in areas where the post holder may be unfamiliar.

Essential selection criteria

  • Proven administrative/support experience, preferably in a project environment and familiarity with risk and issues logs, financial and project planning documents
  • Experience of working effectively to demanding deadlines, and ability to manage a range of tasks at any one time and prioritise own workload
  • Excellent written and verbal communication skills, including the ability to relate confidently and professionally to others
  • Attention to detail and high level of numeracy. Have the ability to work with programme teams to analyse budgets and verify the various elements of financial reporting
  • Ability to take minutes/actions as appropriate to the style and format of the meeting
  • Proficiency with the Microsoft Office suite including Excel, PowerPoint, and Word, and experience with Microsoft Project and Visio tools, or similar
  • Prior experience of working in an IT solutions project environment, working with project teams to assist with the preparation for project reviews, workshops and project reporting
  • Configuration management and update of project documents in the Portfolio Office’s document workspace/repository (such as SharePoint), and managing the project documents tracking process

Desirable selection criteria

  • An understanding of the administrative structure of the University of Oxford
  • Ability to work as part of a core team combined with the flexibility to work autonomously as part of individual project team(s) where required
  • Experience of using a formal IT project management methodology