Project Oversight & Risk Management:

• Responsible for overseeing project management activities, including planning, execution, monitoring, and closing, to ensure projects are delivered on time, within budget, and to the required quality standards.
• Identify, assess, and mitigate project risks and issues by developing/implementing contingency plans to minimise impact on project delivery.

Project Governance & Assurance:

• Responsible for developing, implementing, and maintaining project management standards, methodologies, policies, and procedures to ensure consistency and quality across the BRUSH project portfolio.
• Implement and enforce project control methodologies such as stage gate reviews and internal project audits to ensure consistency and quality across projects.
• Conduct quality assurance reviews of project data and reports to ensure they meet quality standards, comply with organisational requirements, and support decision-making.
• Develop and implement a standardised project folder structure.

Performance Monitoring:

• Responsible for monitoring project performance metrics, analysing project data, and providing regular reports and insights to senior leadership.
• Analyse project data to identify trends, patterns, and insights that can inform decision-making and drive process improvement initiatives within the PMO.

Document Control:

• Develop, implement and manage document control procedures and policies to ensure project documentation's accurate, timely, and efficient management and transmittal.
• Implement and enforce document numbering, naming conventions, and version control processes to maintain consistency and integrity.
• Manage the entire documentation lifecycle, from creation and review to approval, distribution, and archiving.
• Responsible for ensuring that documents are correctly classified, categorised, and stored according to company standards and regulatory requirements.
• Perform regular audits and health checks of project documentation, ensuring compliance with company procedures and identifying and managing improvement initiatives where necessary.

System Implementation & Administration:

• Manage and implement new systems and software solutions, including requirements gathering, configuration, customisation, testing, and deployment.
• Work closely with internal stakeholders and external vendors to ensure seamless integration between new and existing systems, data sources, and applications.
• Serve as a primary “System Administrator” for our project management and document control systems, ensuring data integrity, system reliability, and user access control, ensuring they meet the needs of the PMO and project teams.
• Conduct training and offer tier 1 support to end-users on system functionality, features, and best practices to facilitate user adoption and proficiency.

Stakeholder Management:

• Build relationships with stakeholders at all levels, including executives, project sponsors, and team members, to ensure alignment and support for project objectives.

Process Improvement:

• Collaborate with the wider Portfolio team to identify opportunities to streamline processes, optimise workflows, and implement best practices to enhance project delivery efficiency and effectiveness.
• Undertake the role of a project manager for business improvement projects/initiatives.

Leadership and Development:

• Manage a team of Project Administrators, providing guidance, support, and feedback to ensure their performance meets or exceeds expectations.
• Manage the training and development of PMO Resources, ensuring skill enhancement and career growth.
• Mentor PMO Resources and provide constructive feedback and coaching to help employees improve their performance.
• Implement and manage performance objectives for team members and regularly assess their progress.
• Make decisions on behalf of the team, considering input from stakeholders as appropriate, and take responsibility for the outcomes of those decisions.
• Create a positive work environment that promotes motivation, teamwork, and high morale.
• Recognise and reward employees for their achievements and contributions.

Qualifications

• Bachelor's degree in business administration, project management, or a related field is preferred.
• Project Management qualification (PFQ/PMQ) or equivalent is preferred.

Skills

• Proficiency in Microsoft software suite (e.g., Microsoft Word, Excel, PowerPoint).
• Proficiency in Microsoft SharePoint.
• Proficiency in project management tools like Microsoft Project, Jira, or Asana.
• Proficiency with Adobe Acrobat Pro.
• Exceptional communication and interpersonal skills.
• The ability to foster a positive work environment that promotes motivation, teamwork, and high morale.
• Stakeholder management skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.

Experience

• Proven experience (5+ years) in project management, document control, or records management, preferably in a project-based environment.
• Experience in developing and documenting business processes.
• Proven experience in leading a team.
• An understanding of project management methodologies (e.g., Agile, Waterfall) and best practices.
• An understanding of document management principles, practices, and standards.
• Excellent organisational, analytical, and problem-solving skills.
• Attention to detail and accuracy in managing large volumes of documentation.
• Strong communication and interpersonal skills, with the ability to work effectively in a team environment.