Program Management Office Specialist (PMO)

​Key Accountabilities and Responsibilities

• Governance & Assurance: Support implementation and monitoring of governance structures across the portfolio. Ensure compliance with standards, document control, and assurance processes.

• Planning & Scheduling: Assist in developing and maintaining project schedules and milestone plans. Collaborate with project managers to integrate third-party inputs and align with delivery timelines.

• Tools & Techniques: Maintain and enhance digital PM tools (e.g. Jira, Confluence). Use JQL scripting for custom queries and filters. Develop and maintain Tableau dashboards to visualise KPIs, timelines, and resource use.

• Risk, Opportunity & Issue Management: Maintain risk and opportunity registers, support workshops, and ensure timely escalation and reporting. Help identify and mitigate delivery risks.

• Change Control: Administer change control processes, ensuring accurate documentation and tracking. Support review and approval workflows per governance protocols.

• Stakeholder & Communications Management: Maintain stakeholder maps and communication plans. Support effective engagement and cross-functional collaboration, including internal/external reporting.

• Performance Measurement & Reporting: Support definition and tracking of delivery KPIs. Produce regular reports and insights to aid decision-making at project and portfolio levels.

• Reviews & Continuous Improvement: Coordinate lessons learned sessions and embed findings into future delivery. Support continuous improvement and best practice sharing.

• Resource & Pipeline Planning: Assist in pipeline planning by analysing short-, medium-, and long-term resource needs. Liaise with planners and delivery teams to support capacity planning.

• Dependency & Integration Management: Track interdependencies across projects and ensure alignment with strategic goals. Support integration of schedules, risks, and reporting across delivery streams.

• Capability Development: Support onboarding and mentoring of new PMO team members. Promote knowledge sharing via digital platforms and forums.

• Customer-Centric Delivery: Support initiatives to measure and improve delivery from a customer perspective. Embed feedback into delivery processes to support a ‘Customer Love’ culture.

Knowledge, Skills, and Experience

Essential:

• Advanced planning/scheduling capability

• Proven process improvement experience

• Document control knowledge

• Skilled in MS Office and project planning tools

• Excellent communicator with ability to simplify complex messages

• Degree or equivalent experience

• Experience in PMO, project analyst, or support roles in complex environments

• Familiarity with project/programme/portfolio methodologies (e.g. APM, PRINCE2)

• Proficient in Jira and coding languages for reporting and dashboards

• Experience with Tableau or similar tools

• Strong analytical and data interpretation skills

• Knowledge of risk, issue, and change control processes

• Strong interpersonal and stakeholder engagement skills

• High attention to detail and organisational skills

• Proficient in Excel, PowerPoint, Word, and SharePoint

Desirable:

• Formal PM qualification (e.g. PRINCE2, APM, PMI)

• Experience in engineering, infrastructure, or technical projects

• Knowledge of lifecycle frameworks (e.g. RIBA, V-model)

• Exposure to portfolio-level reporting and resource planning

• Familiarity with Confluence and collaborative platforms

• Experience supporting lessons learned and continuous improvement

• Understanding of financial tracking and budget reporting

• Experience onboarding or mentoring team members