Job Description

We have an opportunity for a B1 PMO Administrator to join our Business Transformation Team here at the SPPA on a temporary basis for 9 months. This is an ideal development opportunity for someone looking to broaden their experience in project work.

The Programme Management Office (PMO) Administrator provides support to the Head of Business Transformation and the PMO Manager across the SPPA portfolio of change projects. This is achieved by implementing best practice, supporting standardised governance and ensuring alignment with Scottish Government (SG) assurance procedures.

As the PMO Administrator, you will work closely with the PMO Manager and various project teams and directly contribute to our strategic initiatives. Your efforts will be critical in ensuring seamless project execution and delivering measurable change. This position offers a unique vantage point to influence and shape our business transformation efforts, making it an exciting and pivotal role within the SPPA.

The role will allow you to develop your administrative and organisational skills but also to acquire a comprehensive understanding of project management methodologies and best practices. You will be directly involved in supporting key projects, collaborating with experienced professionals, and learning from senior management. The position offers a unique pathway to gaining essential skills in project coordination, stakeholder communication and change management, providing a strong foundation in project and programme management. If you are detail-oriented, proactive and eager to drive change across SPPA, this role is the perfect opportunity for you.

Responsibilities

Project & Change Delivery Support

• Provide administrative and delivery support across the SPPA change portfolio, assisting Project Managers and the PMO Manager in embedding standard project controls, processes, and governance.
• Contribute to the development, maintenance, and quality assurance of project and change documentation, ensuring accurate and timely updates against plans, milestones, risks, issues, and budgets.
• Support delivery of change activities by coordinating with project teams, tracking progress, and ensuring dependencies are clearly identified and managed.

Governance, Reporting & Secretariat Support

• Provide secretariat support for key governance and stakeholder meetings, including scheduling, agenda preparation, coordinating papers, minute‑taking, and action tracking through to completion.
• Develop and maintain the enterprise dashboard of all projects, ensuring accurate status reporting for SPPA senior leadership, Programme Board, and wider stakeholders.
• Communicate project information clearly and promptly to stakeholders, ensuring consistent and transparent flow of information across the change programme.

Executive & Branch Support

• Provide direct support to the Senior Leadership Team, ensuring they are adequately prepared for meetings by coordinating briefings, papers, and relevant documentation in advance.
• Manage the PMO mailbox, triaging and responding to correspondence, taking action on behalf of the PMO Manager, and ensuring timely progression of requests.
• Work with the PMO Manager to ensure activities and deliverables are completed to agreed deadlines, escalating risks or constraints where required.

Coordination & Team Collaboration

• Work closely with the wider Business Transformation project family to ensure alignment, share best practice, and contribute to a cohesive PMO function.
• Support capacity and resource planning across all projects, helping identify constraints, competing demands, and opportunities to optimise delivery.
• Maintain, organise, and help to develop project artefacts including templates, plans, schedules, minutes, and reports in line with PMO standards and document management requirements.

Working pattern

This role is a temporary position with an expected commitment of 9 months.

How to Apply

Applications for this position will only be accepted from substantive employees.

Please submit a statement outlining your suitability for the role, relevant skills and experience, and what you would bring to the team (maximum 500 words).

Selection Process

All candidates will be invited to an informal discussion with the Hiring Manager.

Informal discussion dates tbc.

Further Information

If you have specific questions about the role, please contact Robert.Skey@gov.scot

Read our Candidate Guide for further information on our recruitment and application processes.