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Job Description _________________________________________________________________________ Summary Job title Portfolio Office Administrator Division University Administrative Services (UAS) Department IT Services Location Central Oxford Grade and salary Grade 5: £28,759 - £33,966 per annum with a discretionary range up to £37,099 Hours Full time Contract type Permanent Reporting to Senior PMO Analyst Vacancy reference 169417 The role The Portfolio Office Administrator is a key supportive role in the Business Management Office, which forms part of the Office of the CIO within IT Services. The Business Management Office team provides high quality support and assurance across the IT Services portfolio of projects, programmes and services. The role reports to the Senior PMO Analyst but will be required to work closely with colleagues across the Business Management Office. This is a varied role where the post holder will be expected to use initiative, work with minimal supervision, and prioritise his or her 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. Responsibilities Team Support • • • • Act as the initial point of contact for the Business Management Office, including liaising with individuals both internal and external to the department and the University. Monitor and manage the team email account, responding as appropriate or directing to the appropriate point of contact. Maintain e-mail distribution lists and draft team communications. Arrange and coordinate a wide-range of meetings and events, from team meetings to workshops, briefings, and communication forums. Support the portfolio resource management processes by supporting resourcing meetings and overseeing the administration of timesheets within the portfolio management tool. • • • Maintain project information within our portfolio management tool, ensuring accurate data is held against each record. Provide proactive contribution to discussions relating to continuous improvement of team or project delivery processes and best practice, as well as the implementation of continuous improvement initiatives. Support the Freedom of Information Coordinator with maintaining records of requests and collating information for responses to freedom of information requests. Monitoring & Reporting • • Support the project and portfolio reporting processes by collating inputs and preparing the draft portfolio report for completion and analysis by the PMO team members. Support the Business Management Office in the production and communication of metrics and KPIs at project, programme and portfolio level; and reporting, collating and assimilating information as required. Tools • • • • Oversee and maintain the team SharePoint sites, ensuring that information is kept accurate and up to date at all times, as well as contributing to the ongoing development of the SharePoint sites and overseeing improvements. Provide functional support and guidance to users of the portfolio management tool, Clarity PPM. Support improvements to the quality of data held within the portfolio management tool. Contribute to the approach and implementation of the expanded use of our portfolio management tool, and contribute to improvements in system and user processes. Governance • • Provide guidance to Project Managers regarding the project approval, governance and prioritisation processes. Support the project governance and approval processes by providing high-quality, pro-active support to governance bodies. Support the planning of the meetings, schedule and make meeting arrangements, collate and record papers and documents for the meetings, take accurate minutes and records of decisions, and report outcomes to colleagues. Selection criteria Essential selection criteria 1. 2. 3. 4. 5. 6. 7. 8. 9. Proven administrative/support experience in a busy project delivery environment Proven experience of organising and servicing formal committee meetings, including preparing agendas, writing papers and producing minutes Attention to detail, and a high degree of accuracy in producing documentation, communication and reports Excellent Microsoft Office skills and proficiency in the use of Excel, PowerPoint, and Visio Strong interpersonal and communication skills, including the ability to interact effectively with a wide variety of colleagues at all levels across the University; and confidence in requesting and chasing information from a wide range of stakeholders Ability to work proactively and with a high degree of independence Ability to prioritise competing demands, make efficient use of own and others’ time, and deal with a wide range of tasks Positive and proactive approach to problem solving and changing circumstances, with the ability to demonstrate sound judgement and tact Flexible and pragmatic approach. Job Description 169147- Portfolio Office Administrator 2 Desirable selection criteria 1. 2. 3. Experience of setting up and maintaining SharePoint sites Experience of Clarity PPM software Project support qualifications, such as ISEB Programme & Project Support Office (PPSO) Essentials or P3O. Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cutting-edge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. IT SERVICES The role of IT Services is to ensure that the University of Oxford has the robust, reliable, and high-performing IT facilities it requires to support the distinctive needs of those engaged in teaching, learning, research, administration and strategic planning. IT Services, headed by the University’s Chief Information Officer, has around 320 staff across 2 buildings, an annual revenue budget of £22m and an IT capital plan of £60M across three years. The department is divided into groups covering infrastructure services, projects and programmes, software development, and customer services. Our aim is to attract and retain a workforce that is diverse, skilled, creative, and committed. We encourage flexibility in how we work, and welcome part time and flexible working arrangements. As a department we encourage a culture where we respect each other, are accountable for what we do, where we collaborate, give and receive constructive feedback and challenge one another. IT Services is a place where we value and recognise both our own and the contributions of others. By doing so we want to create a great culture to work in and a place where we all feel we belong. For more information please visit: http://www.it.ox.ac.uk/ Job Description 169147- Portfolio Office Administrator 3 University Administration and Services (UAS) University Administration and Services (UAS) is the collective term for the professional services departments of the University. UAS comprises structures to: • • • support the University’s core academic purposes of teaching, learning and research; ensure the University can meet the requirements of government, funding bodies and other external agencies; and facilitate the attainment of the objectives set out in the University’s Strategic Plan. The offices of the UAS sections are spread across the city centre, with the main University Offices located in Wellington Square. For more information please visit: http://www.admin.ox.ac.uk How to apply Applications are made through our online recruitment portal. Information about how to apply is available on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting advice is available at: https://staff.web.ox.ac.uk/recruitment-support-faqs Non-technical questions about this job should be addressed to the recruiting department directly hr@it.ox.ac.uk To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Job Description 169147- Portfolio Office Administrator 4 Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacypolicy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82 of 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Job Description 169147- Portfolio Office Administrator 5 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependants. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Oxford Research Staff Society (OxRSS) A society run by and for Oxford University research staff. It offers researchers a range of social and professional networking opportunities. Membership is free, and all researchers employed by Oxford University are welcome to join. Subscribe at researchstaff-subscribe@maillist.ox.ac.uk to join the mailing list to find out about upcoming events and other information for researchers, or contact the committee on committee@oxrss.ox.ac.uk. For more information, see www.ox.ac.uk/oxrss, Twitter @ResStaffOxford, and Facebook www.facebook.com/oxrss. Job Description 169147- Portfolio Office Administrator 6
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Join the University of Oxford's IT Services Department as a Portfolio Management Office (PMO) Administrator Are you looking for an exciting opportunity in a stimulating work environment with an international reputation as a world-class center of excellence? The University of Oxford is at the forefront of research that tackles global challenges, from reducing carbon emissions to developing vaccines during a pandemic. Hybrid Working Opportunity: This role offers a flexible hybrid working arrangement, combining the best of both worlds. Why Choose Us As an employer, we genuinely care about our employees' well-being, and this is reflected in the range of benefits we provide: Flexible Hybrid Working: Enjoy the flexibility of a work setup that combines office and remote work. Excellent Contributory Pension Scheme: Secure your financial future with our support. Generous Annual Leave: Embrace work-life balance with 38 days of annual leave. Comprehensive Childcare Services: We support your family needs. Family Leave Schemes: Prioritizing your work-life balance. Cycle Loan Scheme: Promoting eco-friendly transportation. Membership to Various Social and Sports Clubs: Be part of vibrant communities. Discounted Bus Travel and Season Ticket Travel Loans: Make your commute more affordable. In addition to these benefits, the University of Oxford hosts a multitude of social groups and sports clubs, offering you more than just a great place to work. About the Role The PMO Administrator is a vital role within the Business Management Office, which is part of the Office of the CIO within IT Services. Our team provides high-quality support and assurance across the IT Services portfolio of projects, programs and services. As a key member of the Portfolio Management Office, you will report to the Senior Portfolio Analyst and collaborate closely with colleagues across the Business Management Office, Programmes & Projects Delivery Group, and stakeholders throughout the university. This is a varied role that requires initiative, the ability to work with minimal supervision, and effective workload prioritization. You'll become proficient in the aims of the PMO, the IT Services project methodology, and associated project management tools, with training provided in unfamiliar areas. Potential for Career Growth: This role offers opportunities for career development within our team, providing a pathway to further prospects in the future. About You We're looking for a confident self-starter and a proven administrator with experience in program and project delivery or a background in supporting environments with strong governance-driven processes. A positive, proactive, and pragmatic approach to your work is essential, along with the ability to work to deadlines and provide guidance to personnel at all levels of the organization in areas of project processes, toolsets, or best practices. We value individuals who are comfortable collaborating in a team or working independently and have a keen eye for detail while actively seeking opportunities for continuous improvement. Application Process To apply, please upload a cover letter/supporting statement, your CV, and the details of two referees as part of your online application. The closing date for applications is 12:00 noon on Wednesday 22 November 2023. Interviews will be taking place on Tuesday 28 November 2023 and will be conducted face to face.
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**Join the University of Oxford's IT Services Department as a Portfolio Management Office (PMO) Administrator** Are you looking for an exciting opportunity in a stimulating work environment with an international reputation as a world-class center of excellence? The University of Oxford is at the forefront of research that tackles global challenges, from reducing carbon emissions to developing vaccines during a pandemic. **Hybrid Working Opportunity** : This role offers a flexible hybrid working arrangement, combining the best of both worlds. **Why Choose Us** As an employer, we genuinely care about our employees' well-being, and this is reflected in the range of benefits we provide: * **Flexible Hybrid Working** : Enjoy the flexibility of a work setup that combines office and remote work. * **Excellent Contributory Pension Scheme** : Secure your financial future with our support. * **Generous Annual Leave** : Embrace work-life balance with 38 days of annual leave. * **Comprehensive Childcare Services** : We support your family needs. * **Family Leave Schemes** : Prioritizing your work-life balance. * **Cycle Loan Scheme** : Promoting eco-friendly transportation. * **Membership to Various Social and Sports Clubs** : Be part of vibrant communities. * **Discounted Bus Travel and Season Ticket Travel Loans** : Make your commute more affordable. In addition to these benefits, the University of Oxford hosts a multitude of social groups and sports clubs, offering you more than just a great place to work. **About the Role** * The PMO Administrator is a vital role within the Business Management Office, which is part of the Office of the CIO within IT Services. Our team provides high-quality support and assurance across the IT Services portfolio of projects, programs and services. * As a key member of the Portfolio Management Office, you will report to the Senior Portfolio Analyst and collaborate closely with colleagues across the Business Management Office, Programmes & Projects Delivery Group, and stakeholders throughout the university. * This is a varied role that requires initiative, the ability to work with minimal supervision, and effective workload prioritization. You'll become proficient in the aims of the PMO, the IT Services project methodology, and associated project management tools, with training provided in unfamiliar areas. * **Potential for Career Growth** : This role offers opportunities for career development within our team, providing a pathway to further prospects in the future. **About You** * We're looking for a confident self-starter and a proven administrator with experience in program and project delivery or a background in supporting environments with strong governance-driven processes. * A positive, proactive, and pragmatic approach to your work is essential, along with the ability to work to deadlines and provide guidance to personnel at all levels of the organization in areas of project processes, toolsets, or best practices. * We value individuals who are comfortable collaborating in a team or working independently and have a keen eye for detail while actively seeking opportunities for continuous improvement. **Application Process** To apply, please upload a cover letter/supporting statement, your CV, and the details of two referees as part of your online application. The closing date for applications is 12:00 noon on Wednesday 22 November 2023. **Interviews** will be taking place on **Tuesday 28 November 2023** and will be conducted face to face.
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