POSITION DETAILS

IT Services
Location: University of Birmingham, Edgbaston, Birmingham UK
Full time starting salary is normally in the range £33,002 to £35,608 with potential progression once in post to £39,906
Grade: 6
Full Time, Permanent
Closing date: 23rd September 2025

REQUIRED KNOWLEDGE, SKILLS, QUALIFICATIONS, EXPERIENCE

• Educated to Degree level (or equivalent qualifications) - where no equivalent qualification is held, significant practical relevant experience and expertise in a similar role will be required.
• Practical experience in a similar role, experience of using project or portfolio management tools.
• Evidence of literacy and numeracy, with the ability to write clearly, and to analyse information and data.
• Highly proficient IT skills, including the wider MS Office suite of programmes including Excel and PowerPoint.
• Ability to understand policy, processes and procedures, but also to recommend improvements and implement changes.
• Proficient organisational skills to manage resources, delivery timescales, scope and budgets.
• Experience of managing budgets and P&L’s.
• Experience of Service Delivery and transitioning systems into production ready state.
• Excellent analytical skills used to produce reports, identify issues and resolve them decisively.
• Outstanding interpersonal skills, with the ability to inspire confidence, build strong relationships across all levels, and consistently deliver exceptional customer service.
• Action oriented, capable of contributing to solving complex problems, drawing on expertise and knowledge within the wider IT Services organisation.
• A high degree of professionalism, tact, and diplomacy, and the ability to exercise discretion regarding the handling and management of sensitive information/issues.
• A high degree of initiative, personal judgement, resourcefulness, flexibility, and a self-motivating approach.
• Ability to work effectively in a large, complex organisation, and to develop a good understanding of how the University and higher education institutions work.
• Qualification in Project or Portfolio Management e.g. Prince 2, APMPFQ, Management of Portfolio.
• Knowledge of ITIL Service Management.Knowledge of the protected characteristics of the Equality Act 2010, and how to actively ensure in day to day activity in own area that those with protected characteristics are treated equally and fairly.
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  Informal enquiries to Dominyk Maggs, email: d.maggs@bham.ac.uk
  View our staff values and behaviours here
  We believe there is no such thing as a ‘typical’ member of University of Birmingham staff and that diversity in its many forms is a strength that underpins the exchange of ideas, innovation and debate at the heart of University life. We are committed to proactively addressing the barriers experienced by some groups in our community and are proud to hold Athena SWAN, Race Equality Charter and Disability Confident accreditations. We have an Equality Diversity and Inclusion Centre that focuses on continuously improving the University as a fair and inclusive place to work where everyone has the opportunity to succeed. We are also committed to sustainability, which is a key part of our strategy. You can find out more about our work to create a fairer university for everyone on our website

ROLE SUMMARY

The University of Birmingham is seeking to appoint a talented Portfolio Support Officer to join the University’s Portfolio Delivery Assurance Team. Based in IT Services, the Portfolio Delivery Assurance Team delivers strategic and complex IT and non-IT projects across the University. The team acts as a central resource providing professional portfolio and project management, process mapping expertise, and supporting project and portfolio managers across the University in the delivery of their projects. As part of the team, you will be an integral part with responsibilities including supporting project and portfolio governance, committee/meeting servicing, liaising with stakeholders, and supporting the University’s Project Community. The responsibilities of the role will include:

• Providing advice and cascading expertise on portfolio management governance to staff across IT Services and the University, to enable the successful delivery of projects and portfolios.
• Providing Portfolio Manager and relevant stakeholders with the necessary support to enable successful delivery of the portfolio on time, on budget, and to the agreed quality standards.
• Assisting the development and delivery of portfolio management methods.
• Assisting with the creation of proposals to the the relevant senior management team or authority groups and collating feedback.

The successful candidate should have experience of supporting portfolios, programmes and projects and working with key stakeholders to successfully deliver initiatives on time and to budget.

MAIN DUTIES

The Portfolio Support Officer will play a key role in supporting the management of the ITS portfolio, guiding stakeholders through the governance processes necessary to ensure the successful delivery of change initiatives. This role requires providing timely and effective project management assistance in collaboration with Project Support Officers. The postholder will be expected to work proactively, build strong stakeholder relationships, apply analytical and planning skills, and exercise initiative in setting priorities to maintain steady progress.

• Arrange, facilitate, and manage portfolio delivery meetings and local governance boards to ensure effective oversight and decision-making.
• Support the development and maintenance of a comprehensive overview of current and upcoming activities within IT Services, as well as broader institutional initiatives that may impact IT Services.
• Support may include some or all of the following:
• Carrying out portfolio planning activities.
• Assist definition of workload scope, goals, deliverables that support business goals, including timescales and budgets.
• Assist in establishing success criteria.
• Complete portfolio administration within ITS project management toolset.
• Identify and assist in managing interdependencies.
• Data collection and analysis, preparing progress and performance data and reports for relevant boards, committees or other meetings.
• Milestone tracking/key performance indicator tracking.
• Developing and proposing solutions for any issues.
• Recommending improvements to portfolio management processes and ways of working.
• Budgetary monitoring and management, including reporting.
• Developing and maintaining regular contact with internal and external stakeholders to understand requirements.
• Assessing, resolving and escalating issues and risks as appropriate.
• Proactively managing portfolio changes and contingency plans.
• Assist in assurance that solutions are technically feasible, relevant and fit for purpose to achieve delivery goals.
• Meeting and workshop facilitation, drawing on key resources and knowledge where required.
• Assist, advise or coach staff in software, tools and specifically project methodology and provide support, guidance and expertise to staff in their project management duties.
• Compiling and maintaining portfolio documentation to support delivery and quality assurance to ensure a consistent level of portfolio management and documentation.
• Assisting in forward planning to ensure all areas are involved early enough to plan for resource requirements.
• Providing administrative support to the Delivery Assurance team.
• Contribute to developing communications plans, presentations, and promoting the portfolio and outcomes of projects/workstreams.
• Maintain an up-to-date knowledge of project and portfolio management methodologies.
• Determine short term priorities for own work, ensuring you maximise quality, efficiency and continuity.
• Assist in the evaluation and review of new work requisitions.
• Promotes equality and values diversity, acting as a role model and fostering an inclusive working culture.
• Supports the University’s sustainability agenda through resource efficient working.
• Any other duties commensurate with the grade.