PMO Coordinator

Permanent

AAT is a registered charity. No. 1050724

Job description

Job title: PMO Coordinator

Grade: 3

Division: Strategy and Professional Standards

Reporting to: PMO Manager

Main contacts: Internal: PMO Manager, Head of Change, Change Programme

team, AAT Steering Groups/Boards and working parties,
Technical teams, Finance and all other AAT Divisions

External: Programme/project contacts and other professional

bodies.

PMO encompasses Portfolio, Programme and Project Management Offices. The PMO Coordinator
role oversees the administration needs of projects and programmes to support overall governance
and effective performance management. They are responsible for supporting a common set of best
practices, principles and templates for managing projects as well as tracking and reporting on
Programme projects.

Major objectives

To contribute to the achievement of AAT’s business plan objectives and the efficiency and
effectiveness of the organisation by:
• assisting the PMO Manager and Head of Change in providing support and administrative
duties for the Change Programme team and the PMO office
• coordinating PMO processes, systems/tools and ensuring governance is adhered to and that
reporting is actioned by Project Managers
• coordinating PMO activities including coordination of the PMO SharePoint site, PPM tool,
mailbox, calendar and assisting with development/delivery of Programme learning and
development workshops
• supporting the Programme team in driving the organisation towards:
o interpreting the strategy into targeted initiatives
o translating the initiatives into achievable project
o scheduling the portfolio of projects (through an overall programme plan)
o coordinating information and project reporting
o understanding the impact of projects across AAT’s business and operating models
o supporting maintenance of Programme tools and methodologies.
Responsibilities

Change Programme and PMO coordination

• Assist the PMO Manager and the Head of Change by coordinating AAT Change Programme
activities and initiatives to improve capability, including developing training material,
communications and the analysis of information

AAT is a registered charity. No.

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 • Organise (and schedule) Programme meetings with Boards, Steering Groups, Project
Managers and other Programme stakeholders. Support preparation of materials for meetings
and ensure distribution in a timely manner
• Assist the PMO Manager in compiling Programme status reports
• Maintain accuracy of Programme plan
• Regularly update programme risks, assumptions, issues and dependencies (RAID) logs
• Support PMO Manager with Project Health Checks
• Maintain PMO documentation and knowledge management across all PMO systems,
processes and platforms (including SharePoint and PPM tool)and champion best practice
• Coordinate collection of feedback from the business in relation to PMO products/services e.g.
PPM platform, SharePoint, project templates and governance processes
• Day-to-day management of PMO platforms (SharePoint and PPM tool) including
communications and coordinating system upgrades/enhancements
• Support the PMO Manager with Programme resource management and benefit tracking,
including maintaining a Programme benefits register
• Attend project scoping, requirements and lessons learnt workshops as required and collate
action points
• Support with all Programme/Project management administration tasks e.g. archiving
projects/programme files
• Provide administrative support for programme meetings
• Support PMO and Programme managers with the on-boarding process for new staff members
• Take minutes at meetings and capturing decisions, actions and RAIDs, ensure follow up
against actions and update PMO systems (SharePoint, PPM tool) accordingly
• Act as a reference point for PMO queries and information and be an advocate for project best
practice
• Maintain processes to ensure project management documentation, reports and plans are
accurate and complete
• Track and report on project portfolio performance, providing a real-time, comprehensive and
prioritised view of all projects
• Oversee PMO activities in the PMO Manager’s absence
• Coordinate team budget, raise POs and GRN
• Coordinate event booking including training / travel / accommodation / catering for the
Change Programme team as required.

This job description does not form part of your contract of employment.

AAT is a registered charity. No.

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Person specification

Area Description Essential /

desirable?
Knowledge Microsoft packages – Word, Excel, PowerPoint E
Microsoft packages – SharePoint D
Use of email via Outlook E
Awareness and understanding of general Project Management E
methodologies and project lifecycles E
Skills Excellent verbal communication, presentation skills, questioning, listening E
and negotiating
Excellent written communication E
Excellent organisational skills and a methodical approach E
Excellent attention to detail, ability to proof read E
Commitment to continuous improvement E
Strong customer focus and professional manner E
Good time management skills E
Self-motivated, logical thinker, fast learner, pragmatic and confident E
Good business acumen and consulting skills D
Able to engage and motivate people E
Agile and flexible in your approach E
Confidence to bring new ideas to the table and demonstrate well thought D
out plans to execute them if appropriate
Experience Experience of working in a project environment including any of the D
following: Programme Office, Project Office, Programme Support,
Programme Administration, Project Administration or similar
Administration experience, esp. with Word, Excel, SharePoint E
Diary management experience D
Coordinating and updating project/programme plans D
Working to deadlines E
Working as part of a team E
Budget coordination / management D
Understanding of Agile project methodology D
Education Educated to degree level D
Professional qualifications in Project, Programme Management D
A Level or equivalent E
Aptitude Excellent administration skills and attention to detail, to include scheduling, E
management of key processes and reporting
Ability to take on responsibility and use initiative to prioritise and work E
effectively under pressure and to tight deadlines

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 Innovative approaches to problem solving and creative and lateral thinking E
though initiation and development of new ideas
Results orientated approach – focused on achieving measurable benefits E
Ability to assimilate information and pass on clear information to others E
Ability to manage, support and motivate team and individuals E
Customer centricity – strong customer focus both internal and external

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Our vision, mission and values

Our vision: To ensure AAT reaches the heart of businesses.

Our mission: To empower people and enable organisations to achieve their potential, by promoting
relevant financial skills.

Our values:

• We are customer focused - we understand and consider the needs of all of our customers.
We are knowledgeable, proactive, responsive and easy to do business with.

• We collaborate - we achieve more by working together as a single team. We recognise a job

well done and celebrate successes together. We take responsibility and ownership for the
work we do.

• We care about what we do and how we do it - our reputation is important and we strive for
continuous improvement in order to make a difference to people’s lives.

• We are authentic - we mean what we say and we do what we say we will. We are genuine,
open and honest.

• We take pride in what we do - We have confidence in our ability to make a positive difference
and we are proud that what we do enables people to achieve their potential. We all help to
ensure that AAT is somewhere that we are proud to work.

How to apply
To apply for this hot opportunity please send a CV and covering letter to [email protected].

Closing date: Monday, 15 May 2017

Interview date: TBC

The Association of Accounting Technicians

140 Aldersgate Street
London
EC1A 4HY
t: +44 (0)20 7397 3000
f: +44 (0)20 7397 3009
e: [email protected]
aat.org.uk

AAT is a registered charity. No. 1050724