Job IntroductionPortfolio Coordinator (Gateway Reviews and Secretariat)The West of England Mayoral Combined Authority (MCA) is seeking to appoint a Portfolio Coordinator (Gateway Reviews and Secretariat) to join the Corporate Portfolio Management Office (PMO).Role OverviewKey Accountabilities:Coordinates and manages gateway reviews and assurance processes across the PMO portfolioActs as the central point of coordination for assurance activity, governance forums and decision processesSupports the Assurance Manager in delivering the PMO’s assurance functionEnsures gateway reviews are well-organised, evidence-based and aligned to PMO standardsMaintains accurate records of assurance findings, decisions and actionsKey RelationshipsHead of Corporate PMOAssurance ManagerPortfolio Leads (Risk, Outcomes & Benefits, Comms and Information)Project Sponsors, SROs and Project ManagersThe RoleReporting to the Assurance Manager, the Portfolio Coordinator (Gateway Reviews and Secretariat) provides the coordination, structure and governance support required to deliver effective assurance across the PMO portfolio. The role ensures that gateway reviews and assurance processes are well-managed, consistent and support high-quality decision-making.The role supports the assurance function, coordinating gateway reviews, managing documentation and ensuring that assurance activity is recorded, tracked and actioned effectively. This includes supporting the assurance manager, portfolio leads, and project teams to ensure that projects are prepared for gateway reviews, that the correct information is provided, and that outcomes and decisions are clearly documented and communicated.Working across multiple projects and stakeholders, the role ensures that assurance processes are transparent, proportionate and evidence-led, supporting the PMO’s objective of maintaining delivery confidence and enabling informed decision-making.They will:Coordinate the gateway review process, from scheduling to outcome trackingEnsure all required documentation and evidence is submitted, organised and accessibleSupport the production of assurance outputs and recommendationsMaintain a clear audit trail of gateway decisions, actions and outcomesProvide secretariat support to governance forums, as effective administration and follow-upKey AttributesAssurance Coordinator Supports the delivery of assurance processes by ensuring gateway reviews and governance activity are well-organised and effective.Governance Facilitator Ensures governance forums and decision-making processes run smoothly, with clear structure and coordination.Supportive Partner Provides practical support to project teams to help them navigate assurance and governance processes effectively.Key ResponsibilitiesInternal ProjectsCoordinates the gateway review process, including scheduling, coordinating inputs, and managing timelines and deadlines.Reports to the Assurance Manager: supports the corporate PMO assurance function by coordinating for, and reporting on the gateway process.Support project teams in their preparation for gateway reviews, coordinating with the portfolio leads to ensure that projects have the required documentation.Support in the production of outputs from gateway reviews including the population of gateway checklists, recommendations, summary reports, actions and owners.Ensure a clear and accessible audit trail of assurance activity, supporting governance and external scrutinyProvide secretariat support to governance forums, including preparing agendas, tracking meetings, and taking actions and follow-upTrack progress against assurance actions, so that actions are assigned, updates are monitored, and issues are escalated where requiredPerson SpecificationEssential (must have)Qualifications and knowledge:Strong understanding of the project lifecycle process; governance and PMO frameworks; planning and project controlsExperience:Experience in supporting project coordination or PMO activityExperience in organising meetings, documentation, stakeholder inputsExperience working in a structured, process-driven environmentExperience coordinating across multiple teams and projectsSkills and CompetenciesStrong organisational, people management, and time management skillsHigh attention to detailAbility to manage, maintain, and organise information from multiple channelsStrong communication skillsAbility to work across multiple projects with conflicting prioritiesStrong record-keeping and administration capabilityDesiredEducated to degree level or able to demonstrate equivalent professional experience in a relevant sector.Experience in using P3MO Project Management tool or similar project management toolUnderstanding of governance and assurance processesExperience in working in local authority / public sector environmentsFind out moreIf this sounds like your next opportunity, please apply so you can tell us why you'd be a great fit. There’s more information for you in the job description.Find out more about our team and what we here: What we do - West of England Combined AuthorityThere’s more role-related formation is in the job description, but if you have any questions for the recruitment team you can contact us on Resourcing@westofengland-ca.gov.uk. #J-18808-Ljbffr
Portfolio Coordinator (Gateway Reviews and Secretariat) employer: West of England Mayor
The West of England Mayoral Combined Authority (WECA) is an exceptional employer, offering a dynamic work culture that prioritises collaboration and innovation in the heart of Bath and North East Somerset, Bristol, and South Gloucestershire. Employees benefit from professional growth opportunities, a commitment to community impact, and the chance to lead transformative projects that shape the region's future, all while enjoying a supportive environment that values diversity and inclusion.
