Detailed job description and main responsibilities

Job Summary:

OUH has measured its carbon footprint for the activities over which it has control for the Financial Year 2022/23 and 2023/24. This has been split out into Scope 1, 2 and some of the Scope 3 categories. Footprint calculation has identified activities on which to focus. This role entails the development of projects to bring about a reduction in carbon emissions. The Net Zero and Carbon Reduction Projects Programme Manager is therefore responsible for the delivery to time, budget, and quality carbon reduction projects across the Trust.

Such projects may be identified by teams within Estates, Procurement or Clinical Services and be targeted to reduce emissions for the OUH Carbon Footprint.

The role includes the responsibility of delegated capital and revenue projects (projects), including project and programme management, cost and contract management, procurement management quality management, health & safety, and risk management in support of the Trust objectives.

Working within an acute hospital environment, the Programme Manager will be responsible for the planning, prioritising, monitoring and control of all aspects of one or more high value (up to £20 million) and complex capital and revenue projects, including the delivery of energy, travel, water, waste, supply chain and other carbon reduction initiatives across the estate. Communication and stakeholder engagement is essential and understanding of the Trust Governance Structures and the postholder would be expected to have an active role in any internal campaigns to change behaviour or raise awareness.

The Programme Manager will use technical knowledge and experience to resolve project issues to ensure the successful delivery to the specified programme, cost, and quality standards.

The Programme Manager will also work with external stakeholders, notably suppliers and local Government to develop and embed projects.

Main Tasks and Responsibilities

Professional Responsibilities

• Source, collate and filter Net Zero and carbon reduction projects for implementation.
  • Working with the other teams and colleagues in the Trust (including but not limited to Procurement, Energy Manager; Waste Manager; Communications Lead for Estates; Energy & Carbon Data Officer) identify projects that would reduce carbon for the Trust and achieve the Net Zero ambition.
  • Maintain a register/database of projects.
  • Score potential projects against various criteria such as implementation costs, carbon savings etc.,
  • Develop a list of trial projects and present to take forward in conjunction with technical colleagues and ensure all governance requirements are met.
  • Work with Trust’s Energy Manager to ensure feasibility of energy projects including liaising with Mechanical and Electrical staff.
  • Work with Trust’s Waste Manager to ensure feasibility of waste reduction projects.
  • Work with Trust’s Procurement team to ensure feasibility of supplier engagement projects and draft tender documents where necessary and meet with Procurement and contractors.
• Implement a programme of activities.
  • Work alongside the Trust’s Energy and Carbon Data Officer to ensure effective monitoring is in place that would allow measurement and verification.
  • Work alongside Estates Communications Lead to appraise all stakeholder (Estates, clinicians and contractors) of project timescales, changes to working practices and intended outcomes.
  • Be the day-to-day contact for projects during implementation.
  • Work alongside the Trusts’ Energy and Carbon Data Officer to ensure cost and consumption savings are tracked and reported monthly and summarised at project stages.
  • Work alongside Trust’s Energy Manager to ensure uninterrupted service and relevant regulations are met.
  • Main a timeline of project phases and implementation
• Robust validation of projects for success and lessons learnt.
  • Following successful trial projects provide write up of results including all cost and carbon savings
  • Review trials for potential project expansion.
  • Disseminate project results to internal stakeholders.
  • Develop success criteria of projects.
• Horizon scanning for future projects and technologies for adoption
• Horizon scanning for grant funding
• Develop case studies or success stories for external sharing and publication  

Managerial Responsibilities

• To support and guide Project Managers and consultants in the management of projects within and to provide the most practical and economic solutions for design, procurement, construction, management, commissioning, and maintenance of the development.
• The management will include undertaking regular project reviews on a one-to-one basis; identifying training needs, including ensuring that inductions and Trust mandatory training courses are completed; ensuring that any performance issues are dealt with in an appropriate and timely manner; and that appraisals are undertaken on an annual basis with periodic reviews throughout the year as appropriate.

General duties

• Ensure the risks associated with the areas of responsibility are placed on the Trust’s Risk Management System and are regularly reviewed and mitigated to an acceptable level;
• The role involves prioritising and being able to react to changing workloads;
• Communicate with all levels of staff across the organisation, ensuring that complex information is communicated in an easy to understand way to staff who are not specialists;
• Communicate to a variety of external organisations, contractors, suppliers etc. on a daily basis or as required to ensure that projects etc. are progressed in accordance with plans;
• Produce regular reports using the Trust’s IT systems including project management software.
• Report monthly (including Highlight Report, Exception Report, cash flow and forecast outturn Capital Spread sheet, Risk Log etc) as required by Capital Management Group and provide other updates as required by management.
• Report on progress to the Project Sponsor, Project Group, Capital Management Group, and other senior managers monthly and as required.
• Manage the budget, including contingencies and risk sums and reclaim of VAT, to ensure that the Trust and the Client receive value for money, including value engineering the projects, as necessary.
• Be responsible for the installation of physical assets as part of project delivery.
• Deputise for line manager as required;
• Oversee Project Initiation Documents or Project Execution Plans and detailed project plans to ensure delivery of the project to agreed budget, programme, scope, and quality standards, taking account of interdependencies between projects. Monitor and ensure  plans are updated on a regular basis.
• Manage and ensure the successful delivery of the projects within an acute hospital environment, managing conflicting demands, whilst minimising any potential disruption or disturbance to patients, staff, or other visitors.
• Ensure that all aspects of the projects are managed based on best practice, promoting sustainability, and working towards enhancing patient care and experience.
• Working with the Project Sponsor, develop a Stakeholder Engagement Plan, ensuring that patients, the public, users, and internal and external stakeholders are fully and appropriately involved throughout the project.
• Communicate detailed and technical project, design, financial, risk and contractual information to the Sponsor, Project Board, senior managers, users, design consultants and contractors, ensuring their understanding and cooperation, as appropriate.
• Working with the Communications Team, develop Communication Plans for projects, setting out what is to be communicated to whom, at what stage, in what format, when and where, updating plans, as appropriate, throughout projects.
• Exchange and communicate sometimes complex or contentious information internally and externally with specialists and non-specialists.  Negotiate technical and compliance matters with contractors and suppliers, working in close collaboration with corporate colleagues, senior managers and Directors as necessary;
• Provide specialist carbon and sustainability advice to other estates staff, directors and senior management of the Trust; and may be required to advise external agencies;
• Make judgements on a range of professional matters involving complex facts, requiring analysis, interpretation and comparison of a range of options – some of which may be conflicting - taking into account legislation, organisational commitment, national and local standards;
• Carry out all aspects required of the role with complete professionalism at all times;
• Act responsibly at all times with total awareness and appreciation of duty of care as a Trust employee and as an individual;
• Work in accordance with the requirements of HTM’s, HBN’s, British Standards, Model Specifications and all Statutory Regulations, Codes of Practice and Trust Policies and Procedures;
• Act on own initiative and advise senior staff of implications of technical issues when attending sites;

Training

• To attend Statutory, Mandatory and local induction training as necessary;
• To undertake further specialist training in key areas of the energy and carbon data role as requested by the Senior Estates Managers, including off site seminars and networking;

Other Responsibilities

• Always adhere to Trust values;
• Undertake any other duties appropriate to the grade;
• Use all relevant PPE, tools and equipment within safety guidelines as necessary for the completion of works;

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