Portfolio / Programme Support Officer London, England
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About the job
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About the job
Job summary
The Portfolio/Programme Support Officer is a key role in the Diversity and Inclusion (D&I) Portfolio Office, within the Ministry of Defence D&I Team. This post would suit a motivated individual with experience or interest in project/programme delivery. There is opportunity to develop your knowledge of Portfolio, Programme and Project Management (P3M) in a fast paced, complex, and often ambiguous policy area.
The Ministry of Defence D&I Team sets the strategic direction for D&I across Defence (military and civilian work forces). The team supports the delivery and assurance of the Defence Diversity and Inclusion Strategy 2018-2030 – ‘A Force for Inclusion.’ The vision of the strategy is to transform Defence through enabling a step-change in the diversity of our workforce and culture of the organisation.
The D&I Team delivers Ministry of Defence commitment to building an open and inclusive place to work. We understand the importance of life outside the
workplace and welcome applications from individuals with backgrounds traditionally under-represented in Defence.
Our passion for diversity, equality and inclusion means creating a work environment for all employees that is welcoming, respectful, engaging and enriched with opportunities for personal and professional development. This position offers an opportunity to make a real difference in a large and complex organisation, working together to change culture and behaviours to make Defence a diverse and inclusive employer of choice.
This is an exciting and bold time to be working in D&I. We are an encouraging, innovative, energetic, and creative team, delivering at pace, in a constantly evolving environment. Collaborating, sharing knowledge, and developing effective working relationships with colleagues across Defence is critical to our success and success in this role.
This position is advertised at 37 hours per week (terms and conditions of service dependent). There will be a reserve list held for 6 months of candidates who are found to be suitable for other similar roles across Defence.
Job description
Working with and reporting to the Portfolio Manager, the Portfolio/Programme Support Officer is responsible for coordinating the D&I Portfolio of Programmes including the support of portfolio, programme and project progress and delivery, ensuring the business is ready for change.
Using your experience of Portfolio, Programme and Projects (P3M), you will support the Portfolio Manager, Programme Managers and Project Officers with the design, implementation, and delivery of the current priority and future Central D&I Programmes and Initiatives.
You will also support the Programme Managers and the Senior Responsible Owner (SRO) in enabling and coordinating the successful delivery of programme outputs, capabilities, outcomes, benefits and ultimately delivering the programme vision, and the future state.
Key Responsibilities for this role include:
- Supporting the day-to-day running of the D&I Portfolio Office with activities such as:
- Organising team meetings, key meetings, and associated agendas.
- Creating minutes and tracking actions as required
- Preparing necessary presentation materials for meetings and briefings
- Organising, attending, and participating in stakeholder meetings as required
- Responsible for coordinating Project online (POL) inputs and reporting for all portfolio activity and continually improving this process
- Becoming the D&I Portfolio Office POL Champion
2. Assisting Programme Managers by:
- Maintaining and monitoring programme products, such as the delivery plan
- Programme risk & issue tracking
- Monitoring and driving Action tracking and follow up
- Maintaining stakeholder engagement and effective communication plans
- Supporting with programme benefits management and tracking
- Organising and attending the monthly Programme Boards and acting as secretary. This will include creating minutes and following up on important actions and decisions from meetings
- Monitoring and tracking on programme associated project activities
- Tracking programme dependencies
3. Supporting the wider D&I Team and D&I Directorate by:
- Identifying and sharing best practice in Portfolio, Programme and Project Management (P3M) delivery
- Building effective relationships with a diverse range of internal and external stakeholders
- Working collaboratively to deliver outputs outside of the D&I Portfolio Office if required
Person specification
Skills & Experience
Essential
The successful candidate will be enthusiastic, organised, efficient, adaptable and collaborative with the ability to be delivery and output focused, in a fast paced environment.
Some experience and knowledge of Programme/Project delivery.
Strong problem solving and decision-making skills with the ability to articulate solutions to the team, wider team, and stakeholders across Defence.
Excellent written and verbal communication skills.
Strong stakeholder management skills.
Passion and a strong personal commitment to creating an inclusive working environment for all and has an interest in equality, diversity, and inclusion.
Desire to develop their skills and knowledge, to enhance the delivery of their outputs and objectives. This would include undertaking P3M courses and qualifications to support professional development.
Familiarity with the suite of MS Office products, including use of Word, Excel,
- PowerPoint and Teams.
Desirable
Holding, working towards, or willing to undertake an APM Project Fundamentals Qualification (APM PFQ) within six months of being in the role.
Knowledge of MS Project would be useful however training will be given to develop this.
Behaviours
We'll assess you against these behaviours during the selection process:
- Leadership
- Communicating and Influencing
- Working Together
- Seeing the Big Picture
- Changing and Improving
Benefits
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
- 25 days paid annual leave rising (by 1 day per year) to 30 days upon completion of five years' service
The post does not offer relocation expenses.
External recruits who join the MOD who are new to the Civil Service will be subject to a six-month probation period.
Please be advised that the Department is conducting a review of all pay related allowances which could impact on those allowances that the post currently being advertised attracts.
Posts based in London will attract the relevant London weighting
Expenses incurred for travel to interviews will not be reimbursed.
Things you need to know
Any move to MOD from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk/.
MOD Recruitment Satisfaction Survey – we may contact you regarding your experience to help us improve our customer satisfaction. The survey is voluntary and anonymous. You may however be given the opportunity to provide additional information to help us improve our service which includes the collection of some personal data as defined by the United Kingdom General Data Protection Regulation (UK GDPR). The MOD Privacy Notice sets out how we will use your personal data and your rights.
The Ministry of Defence is committed to providing a safe and healthy working environment for its staff which includes educating them on the benefits of not smoking, protecting them from the harmful effects of second-hand smoke and supporting those who want to give up smoking. Under the Smoke-Free Working Environment policy, Smoking and the use of all tobacco products (including combustible and chewing tobacco products) will not be permitted anywhere in the Defence working environment by 31st December 2022. The policy is Whole Force and includes all Defence personnel, contractors, visitors and other non-MOD personnel. All applicants seeking, considering, or accepting employment with the Ministry of Defence should be aware of this policy and that it is already in place at a number of Defence Establishments.
Things you need to know
Selection process details
This vacancy is using Success Profiles, and will assess your Behaviours and Experience.
Candidates will be required to complete an online CV template to include job history and previous skills and experiences.
Applicants also need to provide a personal statement (max 500 words). This should address both your proven experience for the post, and how you meet the stated essential skills.
You will be assessed against your relevant skills, knowledge and experience which demonstrates the essential criteria listed within this advert.
Should a large number of applications be received, the sift will be undertaken using the information supplied in your personal statement, and the lead behaviours:
- Leadership
- Communicating and Influencing
Those successful at sift will be invited to interview, where they will be assessed against all of the Behaviours listed below.
Feedback will only be provided if you attend an interview.
Behaviours
We will assess you against these behaviours during the selection process:
- Leadership
- Communicating and Influencing
- Working Together
- Seeing the big picture
- Changing and Improving
Security
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check.
See our vetting charter.
People working with government assets must complete basic personnel security standard checks.
Nationality requirements
This job is broadly open to the following groups:
- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS)
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Further information on nationality requirements
Working for the Civil Service
The Civil Service code (opens in a new window) http://civilservicecommission.independent.gov.uk/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 (opens in a new window)
https://civilservicecommission.independent.gov.uk/recruitment/recruitmentprinciples/
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
As a result of the changes to the UK immigration rules which came into effect on 1 January 2021, the Ministry of Defence will only offer sponsorship for a skilled worker visa under the points-based system, where a role has been deemed to be business critical.
The role currently being advertised has not been assessed as business critical and is therefore NOT open to applications from those who will require sponsorship under the points-based system. Should you apply for this role and be found to require sponsorship, your application will be rejected, and any provisional offer of employment withdrawn.
Feedback will only be provided if you attend an interview or assessment.
Security
See our vetting charter (opens in a new window).
Medical
Nationality requirements
This job is broadly open to the following groups:
- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
Apply and further information
Contact point for applicants
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