Senior PMO Administrator


Senior PMO Administrator


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Contract, Full Time


£38,000 P/A

Our client, a Dynamic Digital Agency is looking for a confident Senior PMO Administrator to join them ASAP on a 12 month fixed term contract. The role will suit someone who’s looking for an opportunity to join the agency environment and work on the largest and highest profile account within the business.

It’s an exciting time to join the team as the client has a number of significant change projects to be delivered and the successful candidate will be part of the project team that will be delivering the new systems and capabilities. This role will work closely with the other PMO teams across the partnership landscape to ensure that a joined-up view of projects and resources is available to all key stakeholders across the business.

What do they do?

  • Deliver marketing campaigns to nearly 32 million domestic and commercial addresses across the UK
  • Brand Management, Brand tracking and communications planning
  • Full service creative development of print, email, SMS, WEB, and digital banners
  • Fulfilment multi-channel (print, email, SMS)
  • Campaign selections (we have direct access to the client’s Campaign Management System)
  • Analytics – forecasting, customer segmentation and profiling
  • Various reporting, including MI and Customer Intelligence
  • Change Management & Major Projects – work in cross-party teams to define business requirements, review and impact solution designs, and support implementation (including testing) of system changes and upgrades
  • Data Management – identify and report on data quality issues

The role and what’s required

The Senior PMO Administrator’s primary responsibilities will be to manage Proximity’s PMO function including:

Programme Oversight

  • Liaise with external PMO teams to arrange meetings including:
    • diary co-ordination for Proximity Programme and Project resources
    • booking meeting room for meetings to be held onsite
    • registering visitors onto Condeco system (internal CRM) etc
  • Maintain holiday and availability tracker for Proximity resources across all programmes and projects
    Ensure resource is accurately planned by individual PMs and any over allocations of individuals to be flagged to the relevant PM for resolution

Document Management

  • Log all documents received from the other PMO and Document Management teams
  • Save on the server under relevant Project folder
  • Establish who within the business needs to review the document
  • Circulate to internal reviewers with clear deadlines
  • Arrange a meeting (internal) with reviewers to collate comments
  • Collate comments into feedback spreadsheet
  • Send back to Document Management

Change Management

Requests for Change (RFCs) raised by External Clients

  • Log all documents received
  • Save on the server under relevant RFC Number folder
  • Establish who within the business needs to review the document (could be original RFC or IA or Solution Design)
  • Circulate to internal reviewers with clear deadlines
  • Arrange a meeting (internal) with reviewers to collate comments
  • Collate comments into specific client spreadsheets
  • Send back to Change Management
  • Attend fortnightly status calls and feedback to internal teams any relevant updates
  • Receive weekly status reports from external clients and save them onto server
  • Review status reports for any updates on RFCs relevant to the business and/or new RFCs which may impact the business

RFCs raised internally by the business

  • Once received by originator send to Service Delivery Director for QA checks
  • Submit to specific account Change Management team
  • Monitor progress to ensure that passes CAB and then follows the same process as external RFCs
  • IT Maintenance Changes
  • Share calendar with appropriate individuals when received
  • Save any documents on the server
  • Establish who needs to review the document (could include Communisis)
  • Circulate to reviewers
  • Send back impacts/comments to Change Management
  • Ensure all parties aligned for delivery

Technical Skills/Experience


  • Higher-level education (college, A-Level) or similar.
  • Required: Minimum 2/3 years’ experience in a PMO environment or similar function


  • PRINCE II Foundation or Practitioner.
  • A PMO / Project Management related qualification e.g. IPMA Level D / APM PMQ

Personal Attributes

  • Methodical/rigorous attention to detail
  • Logical thinker
  • Good communication skills
  • Team player/good interpersonal skills
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