Senior Programme & Project Manager

Detailed job description and main responsibilities

KEY RESPONSIBILITIES

Main duties and responsibilities

1.     To develop and maintain effective working relationships with Care Groups and corporate teams and other stakeholders

2. Effectively managing customer/stakeholder relationships and support dialogues with customers/stakeholders in relation to new and future work then working with the management team to contribute towards discussions in relation to capacity, planning and allocation of work, including signposting to resources/tools or other departments as necessary
3. Work closely with Care Groups and corporate services to understand their strategies and business delivery plans in order to comprehend the strategic and commercial landscape they are operating in and their key priorities
4. Work collaboratively with other areas of the Trust to ensure that project management capacity is built into business delivery plans, as appropriate,
5. Collaboratively develop and contribute towards service-level strategies and business plans, ensuring alignment to key strategic priorities
6. Demonstrate clear leadership in developing and contributing towards service level business delivery plans, leading on key areas of work, effectively planning activities, updating progress against plans as part of regular business cycle review stocktakes, ensuring management of communication plans
7. Able to utilise recognised best practice and own initiative to developing innovative and new ways to deliver the function
8. Engage with Quality Improvement methodology when working with Project Owners/teams when scoping/developing solutions for delivery

9.     In collaboration with a wide range of stakeholders, the post holder will be required to lead on funding proposals and business case development, drawing from a wide range of research, information, analysis of population health and service-level information/data and best practice to clearly articulate the case of change, return on investment, appraisal analysis and present a recommended option with rationale and evidence to support the decision.

10.  In collaboration with a wide range of stakeholders, the post holder will be required to lead on the development of tenders, working closely with operational and clinical leads to develop innovative and evidence based service delivery models, workforce structures, financial schedules and identifying infrastructure requirements, in response to the tender service specification. 

11.  Present updates for all tender developments and business proposals through appropriate forums and present final cases through internal governance structures for Executive approval of the scheme.

12.  Engage with colleagues to ensure that high level vision is translated into realistic plans through effective project scope management, ensuring scope is accurately defined and mapped to benefits, risks, resources and milestones and is strategically aligned

13. Responsible for effectively managing projects from initiation, through to completion, using a range of Project Management methodologies to plan and implement project deliverables, ensuring targets, quality indicators, benefits and milestones are met within the agreed parameters of the project.
14. Ensure that all projects are managed in adherence to the PMO Framework including, completion of all project documentation and accurate and timely capturing of information, updates, changes via the Programme Management systems.
15. Responsible for recommending modifications to the project and effectively managing any project change or exception
16. Responsible for identifying and appropriately managing project risks and issues and developing appropriate mitigation plans, escalating when required.
17. The post holder will be responsible for effectively reporting project health through appropriate governance structures to ensure oversight and assurance of the project’s progress towards successful completion

18.  Ensure effective project closure including benefits realisation, lessons learned and ensuring ongoing operational embedding sustainability through effective handover to operational lead into business as usual

19.  To lead by example and ensure a consistent Trust-wide approach to effective project management through various networks including the delivery of Project Management training

Leadership, Staff Management & Development

20.  Provide effective leadership within the team, including professional supervision

21.  Will have responsibility for operational line management of team members and would be required to provide line management cover during periods of absence

22.  Coaching and mentoring for staff within the Service Development/PMO Team

23.  Contribute towards an environment of continuous learning within the Team, where there are line management responsibilities, ensure that SMART, strategically aligned objectives are developed for individuals as part of the PDC process to ensure ongoing professional support and development.

24.  Where there are line management responsibilities, through the PDC process, triangulate training requirements of the individuals to inform the service-level annual training plans and continual progression towards agreed goals

25.  As part of the management team, ensure effective oversight of the team’s capacity through effective scheduling and allocation of resource to ensure workloads are managed and pressure points highlighted, escalating any issues to the Head of Service Development & PMO

26.  To ensure effective communication within the team including leading and contributing in team meetings and organising and supporting team development time

27.  Champion the use of best practices and provide expert advice for team members and the project community, actively promoting the function through effective communication.

Systems and equipment

28. The post holder will use standard IT equipment and Microsoft Office
29. In depth use of Microsoft Project for project and programme plans
30. Use of Project Management System for the recording and reporting against formal projects
31. Use of staff management and payroll systems and e-Recruitment tools and associated applications
32. Use of finance ordering and invoicing systems
33. Responsible budget holder for the service
34. Use of risk management systems
35. Updating tender portals and internal reporting systems as part of regular updating and tender submission

Decisions and judgements

36.  Manage the governance process including ensuring both internal and external stakeholders and partners are supported effectively in decision making, maintaining a forward plan for decisions, ensuring actions are logged, disseminated and completed, and keeping an audit trail of decisions and major events

37.  Review, analyse and interpret ongoing individual project deliverables to assess the impact on achieving the project/programme objectives, and make dynamic adjustments to project plans to ensure key milestones are met

38. Work to achieve agreed service-level objectives in line with business delivery plan timescales, ensuring appropriate resources and making appropriate adjustments as necessary
39. Proactively undertake surveys and audits to ensure a cycle of continuous service improvement for the team to ensure we are effectively responding to the changing needs of the organisation and ongoing team development

Communication and relationships

40. The post holder will be required to develop strong relationships with Care Group and corporate directorates, representing the team at a variety of forums, conveying important messages and key decisions accurately and in a timely manner.
41. Excellent oral and written communication skills with the ability to demonstrate credibility

42.  and influencing skills at senior level

43. Develop robust and effective communication processes for all the projects, tenders and initiatives ensuring that all stakeholders are aware of progress made and issues appropriate to their level
44. The post holder should be dynamic, pro-active and contemporary in their approach to communications, taking advantage of the range of different methods and tools available to communicate out messages as required
45. The post holder will be required to communicate complex statistical/analytical information to stakeholders or to gain buy-in or approval against an approach or area of investment
46. Ability to anticipate challenge/objection and handle them effectively by acknowledging issues and suggesting alternatives or possible solutions. Uses logic, reasoning, empathy and enthusiasm to persuade and influence others.
47. The post holder will be required to negotiate and persuade senior members to ensure that deadlines are met and the implications if they haven’t been met
48. Facilitate group discussions, encourage participation and collaborative working of key stakeholders both internal and external to the Trust
49. The post holder will be required to attend meetings with the Care Groups/Directorates to establish requirements to support areas of work, undertaking assessment and effectively plan and allocate resource

50.  The post holder will embody a positive change attitude and approach the delivery of change/service improvements with creativity and innovation

51.  The post holder will, act as an exemplar to all staff within Service Development & PMO Team.

52.  The role is non-patient facing but there may be incidental contact with service users

53.  Exposure to distressing or emotional circumstances within the post will be occasional