Portfolio Coordinator; Gateway Reviews and Secretariat

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Job Reference MCA/TP/20208/

Number of Positions:

1

Contract Type:

Fixed Term/Full Time - 37 hours per week

Working Hours:

37

Location:

70 Redcliff Street, Bristol

Closing Date:

13/10/2026

Job Category:

Region / Division:

UK Region

Business Unit:

Operations

Portfolio 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 Overview

Key Accountabilities:

• Coordinates and manages gateway reviews and assurance processes across the PMO portfolio
• Acts as the central point of coordination for assurance activity, governance forums and decision processes
• Supports the Assurance Manager in delivering the PMO’s assurance function
• Ensures gateway reviews are well-organised, evidence-based and aligned to PMO standards
• Maintains accurate records of assurance findings, decisions and actions

Key Relationships:

• Head of Corporate PMO
• Assurance Manager
• Portfolio Leads (Risk, Outcomes & Benefits, Comms and Information)
• Project Sponsors, SROs and Project Managers

The Role

Reporting 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 tracking
• Ensure all required documentation and evidence is submitted, organised and accessible
• Support the production of assurance outputs and recommendations
• Maintain a clear audit trail of gateway decisions, actions and outcomes
• Provide secretariat support to governance forums, as effective administration and follow-up

Key Attributes

Assurance 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 Responsibilities

Internal Projects

• Coordinates 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…