Transformation Management Office (TMO) Support Officer

About us:

The TMO Business Support Officer role sits within the Transformation Management Office.

The TMO Support Officer will work within the Transformation Management Office, and across all projects that are part of the transformation portfolio providing day to day support for projects and the projects team. 

About the role:

Project Process and Documentation Management

The role involves assisting in the production and leading the maintenance of project scope documents, business cases, project plans, risk registers, issues logs, lessons learned reports, and other project-related documents. Ensuring timely follow-up on outstanding project actions is crucial, along with the ability to analyze and present information effectively.

Maintaining up-to-date project and team folders in the shared area is essential, filing any new documents received to support efficient electronic and physical filing systems. Additionally, the role involves supporting the development of systems, processes, and templates, including process mapping, to enhance project efficiency.

Quality assurance on project management processes is also a key responsibility, including audits, reviews, compliance checks, and configuration management, ensuring adherence to all necessary controls.

Project Reporting

The role requires coordinating the production of project reports on a regular basis for all stakeholders. Keeping track of change control on projects is also necessary to monitor progress and modifications effectively.

Project Meeting Management

Scheduling and managing project meetings, including those involving a large number of internal and external stakeholders, is a fundamental aspect of the role. This includes facilitating key Governance and project meetings within the Transformation Office, managing attendance, preparing agendas and papers, creating meeting packs for senior colleagues when required, writing minutes, transcribing dictations, and tracking meeting actions to ensure effective communication and decision-making.

Project Budget Management

Managing purchase orders, invoices, and tracking project budgets efficiently is a key responsibility. The role also involves supporting the preparation of budget claims, tracking their progress, and completing financial reports when required. Additionally, liaising with the finance manager ensures all project budget information is accurately reconciled within the Trust’s accounting systems.

Wider Transformation Office (TO) Administration

Supporting the Business Support Administrator in various administrative tasks is also a key aspect of the role. This includes HR duties such as recruitment requests, staff inductions, and onboarding new employees. Financial support responsibilities involve making purchases, raising purchase orders (POs), and managing related processes.

This is a full-time post (35 Hours per week), and you will be offered an indefinite contract.

About you:

Essential criteria

• Educated to Degree Level standard or equivalent relevant experience
• Significant, demonstrable skills and experience of business analysis, with practical application in a complex multi stakeholder environment.
• Demonstrable process reengineering experience, and experience of data analysis, modelling & capturing data requirements.
• Strong analytical and problem-solving capability, with the ability to synthesise and interpret information and communicate effectively to a variety of audiences.
• Strong communication, interpersonal, networking and influencing skills, with a high level of presentation skills and the ability to communicate confidently with colleagues of all levels.
• Demonstrable knowledge and understanding of the benefits management process, tools and techniques. Including benefit realisation plans and reporting.

Desirable criteria

• A recognized project management e.g., Prince2 Agile
• Experience of process review and improvement methods e.g., Lean Six Sigma.
• Knowledge and understanding of the UK Higher Education sector.

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