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PMO Administrator - TVL - 12 month FTC


We are looking for a bright and confident PMO Administrator who’s looking for an opportunity to join the agency environment and work on the largest and highest profile account at Proximity – BBC TV Licensing (TVL). 


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 TVL Partnership to ensure that a joined-up view of projects and resources is available to all key stakeholders across the business.





BBC TV Licensing is the biggest account in the agency and still growing with a 45-strong team.  Proximity has had the account since 2002, and in January of this year was re-awarded the contract for another six years.


The BBC TV Licensing account is a highly strategic and varied account for two reasons.


Firstly, the account is multi-faceted, as we communicate with every household in the UK – across multiple channels, along with the fact that the BBC has outsourced all Marketing deliverables to us. So, we get to lead the Marketing Objectives and strategy and drive real behaviour change.


Secondly, we work with, and continue to learn from, some of the most talented people in the industry, both within our internal team, but also industry experts in data, research and behavioural sciences.


TV Licensing is a large, extremely busy, data driven account. Data is at the heart of all our comms activities and this is an excellent opportunity for the successful candidate to further develop their data, direct marketing on a complex and demanding account. 





  • 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




Reporting into the Service Delivery Director as part of the Service Delivery Team.




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


Programme Oversight

  • Liaise with Capita and BBC PMO teams to arrange meetings including:
    • diary co-ordination for Proximity Programme and Project resources
    • booking meeting room for meetings to be held at Bankside
    • registering visitors onto Proximity’s Condeco system 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 Proximity server under relevant Project folder
  • Establish who within Proximity 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 Capita/BBC

  • Log all documents received
  • Save on the Proximity server under relevant RFC Number folder
  • Establish who within Proximity 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 Capita spreadsheet
  • Send back to Change Management
  • Attend fortnightly status calls and feedback to Proximity teams any relevant updates
  • Receive weekly status reports from Capita and save them onto Proximity server
  • Review status reports for any updates on RFCs relevant to Proximity and/or new RFCs which may impact Proximity

RFCs raised by Proximity

  • Once received by originator send to Service Delivery Director for QA checks
  • Submit to BBC Change Management team
  • Monitor progress to ensure that passes CAB and then follows the same process as non-Proximity 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


  • Required: Higher-level education (college, A-Level) or similar.
  • Required: Minimum 2 years’ experience in a PMO role or similar function
  • Desirable: PRINCE II Foundation or Practitioner.
  • Desirable: a PMO / Project Management related qualification e.g. IPMA Level D / APM PMQ as a minimum.


Personal Attributes Sought


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




We’re one of the UK’s leading customer engagement marketing agencies. This year we have been awarded Campaign's No.1 best place to work and in 2017 we were DMA's most awarded agency and WARC 100 No.1 global digital specialist agency.


We are recognised worldwide as a creative agency. Our point of difference lies in our ability to fuse the disciplines of direct marketing, user-experience, consumer planning and big data into behavior changing ideas that deliver value for our clients and memorable experiences for people.


We’ve got an impeccable record for new business, in the last two years we picked up: Ikea, John Lewis, Guide Dogs, Bacardi Global and Virgin Atlantic, to name a few… and we continue to grow our existing client relationships annually.


Proximity London is the biggest office in a worldwide network of 67 offices, and over 2,500 people globally.  But, unlike some agencies we maintain the feel and attitude of a smaller shop (no, honestly! – it’s what our clients say). Our network provides career opportunities and means we can draw on an enviable pool of talent for any brief we face. 


People tend to stay at Proximity, because Proximity cares about and supports people. It really is a fabulous place to work.