- To be primarily accountable for the management of the Central Portfolio Office Groups:
- Strategic Group
- Investment Group
- Change Group
- Delivery Group
- Operators Group
- On behalf of the Chair of each Group, communicate with the Chair's Executive Assistant to arrange meetings.
- To liaise with Senior Responsible Officers (SROs) to collate relevant papers for each Group, ensuring such papers are uploaded to each Group team's area within 5 working days of the meeting, and all documents are filed within the CPO documentation centre.
- Ensure Gate 1 investment cases contain completion dates for Gates 2 to 4, and a launch date for Gate 4 for the Investment Group and Change Group.
- Ensure the accurate, complete, and timely completion of the Group data captures (excluding the Delivery Group) within the Performance Hub data room - this includes liaison with cross department functions and the adding of new investments and milestones.
- Update the Performance Hub data room data capture for the Investment Group and Change Group in relation to completion dates, investment decisions, and approval completion for progressing to the next Gate.
- Compile the Group Agendas within 5 working days of the meeting and attend meetings and take actions - this includes the management of actions before the next meeting and the recording of attendance to meetings and archiving decisions.
- Ensure file formats and working structures are adhered to in relation to the CPO documentation centre.
- To be responsible for the CPO file management system, SharePoint and Teams Group Areas.
- Provide cover in the absence of the Portfolio Manager.
- Highly developed written and spoken communication skills to communicate with discretion and tact.
- A high level of emotional intelligence and empathy.
- Experience of managing conflict
- Experience in a secretarial, personal assistant or similar role.
- Experience of working autonomously.
- Experience of using Microsoft Office or equivalent tools including spreadsheets, databases, document management and communication applications.
- Attention to detail.
- Proven experience of working with highly confidential information.
- Experience of working one-to one and developing effective working relationships across teams.
- Experience of developing and implementing process improvement.
- Experience of using Microsoft PowerBi.
- Able to work confidently without supervision.
- Able to work flexible working hours.
- Able to travel to London, other CITB sites, and other locations as required.
- Able to work with and protect highly confidential material.
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Portfolio Coordinator - Peterborough, United Kingdom - CITB
Description
Role Purpose:
To provide a proactive, high-quality support service that adds value and impact to the Central Portfolio Office (CPO) Groups and where appropriate for specific activities to the Central Portfolio team.
