Project Support Officer

12 Months fixed term

Solihull - Work from home

• Support the Department in ensuring conformity to audit/compliance policies
• Draft and format relevant documents as requested.
• Follow the BNP Paribas Personal Finance UK Project Management Methodology and use standard project templates to produce project management documents.
• Ensure the teams are working to the correct project management standards and support training to IT team on the methodology. Look to conduct Quality Checks across the processes
• Responsible for managing and IT Reports for Central; ITPP, Notable, CIO and Clarity reporting.

Portfolio and Capacity Planning

• Manage the upkeep and accuracy of the IT Portfolio plan and Capacity plans; working closely with Head of IT Governance and ADM team.
• Identify gaps / risks to the capacity plan.
• Support activities to organise and run the monthly portfolio governance and investment board (TransCo, Investment Committees, etc.) and other governance activities by providing recommendations, briefing and management information reports on the portfolio and collating inputs from the various stakeholders and creating packs and minutes.
• Provide support to ADM delivery teams and PMOs as required

Project Support

• Assist in planning and arranging meetings
• Create agendas and take meeting notes; publishing these in a timely and accurate manner
• Create and update policy documents for both the IT Function and Projects
• Interact with various Heads of Department/Functions to assist in carrying out their requests
• Prepare status reports, specialist reports and exception reports as necessary
• Review and accept work packages developed throughout the project lifecycle
• Provide the designated manager with the relevant information and details to enable key decisions on behalf of BNP Paribas Personal Finance UK Group to be made
• Responsible for managing and working with ADM teams for accurate time sheets for multiple contracts.
• Responsible for supporting the raising and approvals of PO for contract staff on projects.
• Responsible for working with 3rd parties to ensure invoices are completed on time.
• Responsible for working with 3rd parties, Legal and PMO for Statement of Work approval for contractors.
• Responsible for sending out weekly news briefs to Project Management teams.
• Responsible in supporting the IT teams on how to use the 3rd party project management system correctly.

Kairos Application

• Responsible for ensuring Timesheets are completed on time and are accurate on a weekly and monthly basis.
• Reporting timesheet data to Finance
• Budget management / Capacity management
• First point of contact for Kairos issue resolution. If no resolution work directly with Central team via Asap for support.
• Responsible for the management of new users and leavers.
• Responsible for undertaking reviews of how Kairos is being used by each area within IT. Key ones being Project Management for budget / man days.

Stakeholder Management

• Demonstrate excellent coordination and communication skills to engage staff working within various departments and sites towards achieving common goals
• To identify and assess key stakeholders taking appropriate actions to set and manage expectations
• Work alongside key stakeholders, adapting the approach as required to deal with changing circumstances
• Communicate effectively internally within the project, as well as with other key stakeholders within BNP Paribas PF UK and at wider group level
• Think 'customer' and ensure focus on delivering excellent results

Communication

• Keep abreast of key communications within the BNP Paribas PF UK including strategic initiatives and company briefings
• Be aware of the various BNP Paribas Personal Finance UK Ways of Working Forums and take an active part as necessary, in particular taking initiative to support other functions through the business, as well as promoting the IT Team
• Raise awareness of the team and promote a proactive, professional and positive image.