Deputy Transformation Manager

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

Responsibility for Physical and Financial Resources and General Administration

• Provide support as required for the development of PIDS/QIAs as required.
• Production and maintenance of Project/Programme Plans and reports for presentation and approval at relevant Boards
• Manage input from broad, multi-disciplinary trust-wide programmes and teams to lead and support the development and delivery of meetings and associated reporting papers. These may be complex multi-dimensional projects that will have wide reaching impact across the organisation.
• Assist Divisional, Operational and Transformation Managers in administrative duties if required in the delivery of projects, including the management of changing demands and pressures that may impact project delivery.
• Responsible for project governance documentation and templates as set by the Divisional, Operational and Transformation Manager or Finance.
• Produce clear visual materials, project documentation for use in reports, local briefings, workshops and meetings for both internal and external presentations when required
• Maintain and further develop a project administration system to ensure that actions are tracked and delivered on time, and refine project and programme tracking tools as necessary
• Be responsible for undertaking production of both routine and complex reports and presentations that may contain medical technical or financial terminology, tables and graphs using Trust data. This may require establishing and up-dating spread sheet and databases.
• Produce reports that contain sensitive change and performance data; also includes creating, updating and giving PowerPoint presentations on this.
• Undertake short- and long-term planning to support programme governance
• Lead and support departmental process improvement initiatives
• Co-ordination of communications planning for projects
• Ensure that all requirements for procurement and schemes of delegation are adhered to as stated in local standing financial instruction

Project Management

• Responsible for deputising for Divisional Transformation Lead (s) and Manager where required
• Understand and utilise project management methodology and use the relevant elements of the Trust’s project management toolkit to deliver against objectives, including the key areas of: time, cost, quality, risk management, benefits realisation, milestone reviews and evaluation
• Lead and co-ordinate project teams, ensuring projects are managed, supported and delivered in line with the planned and agreed timescales, delivering the functionality and benefits identified.
• Ability to produce high quality, audience specific management and project reports and plans from working knowledge, seeking additional information and detail where required.
• Work under direction to establish, coordinate and chair where required, groups that are necessary to support the successful delivery for responsible project areas. This will include regular communication, planning and scheduling of meetings, setting agendas, production and distribution of meeting papers, keeping action log, risk log and project plans updated and distributing, ensuring progress and completion of agreed actions.
• Attend, present and support as required at Trust meetings, raising awareness of the project and ensuring full understanding of the objectives and requirements.
• Ability to command respect and create a sense of community within a team, whilst at the same time having the ability to exert challenge where required in order to deliver positive results.
• To lead and support, as relevant, on the development and management of project plans, risk/issue logs, benefits plans and communication plans. These should be robust and have clear strategies to ensure success.
• To lead or support, as relevant, process mapping, undertaking complex and detailed information analysis of specific projects/ reports requiring high levels of concentration.
• Ensure the monitoring and evaluation of changes in practice through the collection of high quality and timely data, using electronic and paper systems as required.
• Organise and where relevant lead or coordinate appropriate activities at project completion including post implementation review and transfer of information/knowledge.
  • Identify and establish mechanisms to quantify and monitor the impact of change to demonstrate measurable benefits realisation, including quality parameters.
• Identify and establish mechanisms to quantify, develop plans to mitigate and monitor risks, issues or barriers. This will require clarity on appropriate thresholds for escalation. Escalate / present to senior management as appropriate.
• To continually monitor the project scope and ensure delivery in line with the plans set out.
• To identify and engage in processes to effectively manage interdependencies with other projects/workstreams across the Trust, taking action as necessary where any action impact is anticipated or noted.
• To provide regular updates on progress against appropriate elements of the project plan, produce reports and present to the programme and organisational boards, taking ownership of projects and actions

Training

• Preparation, delivery and facilitation of training to divisional staff as required

Communications and Leadership

• Be a point of contact for divisional transformation, dealing with verbal enquiries and correspondence in an effective, courteous and timely manner.
• Systematic identification, analysis and planning of actions to engage
  with stakeholders.
• Assist the Divisional Transformation Manager to presenting complex, sensitive and contentious information to divisional teams on VIP initiatives where agreement and co-operation required.
• Lead and support the development of formal reports to relevant Boards and dissemination and management of sensitive patient information adhering to the Data Protection Act.
• Influence and align others towards a common purpose to empower and inspire people to achieve project success, enabling the project to proceed in an environment of change.
• Regularly collect, analyse, present to a variety of stakeholders and
  disseminate quantitative and qualitative data as required. This may include the use of questionnaires, interviews and focus groups.
• Review and maintain an overview of relevant research, best practice, topic-specific literature, national updates and benchmarking reports produced by NHS partner organisations.
• Responsible for coaching and mentoring any members of project teams as needed and line management of junior staff if applicable.

Planning and Organising

• Planning of long term deliverables on a number of interdependent activities, regularly monitoring and adjusting plans as required.
• Manage the identification, planning and delivery of benefits.
• Responsible for providing administrative support commensurate with the needs of the projects or programmes of work, including logging of actions, diary coordination, arranging meeting, updating of all relevant meeting and project documentation and other administrative duties as required.
• Define and agree quality expectations and project quality plans,
  recommend and apply improvements and corrective actions where required
• Co-ordinate the preparation of submissions to other Boards, and present as necessary, for key stakeholders in order for them to have confidence in the programme.
• Be responsible for pulling work together for the provision and creation of transformation documentation including; regular reports, presentations and minutes as appropriate, Project/ Programme plans/milestones, benefits register and Risk/Issue Registers.
• Co-ordinate document management and control for transformation
  documents

Research, Development and Audit/Data

• Regular development and collation of information to enable audit and monitoring of VIP progress and problem identification / reporting of a number of streams within the VIP programme
• Identify and proactively lead and support the management of individual risk and issue events and overall project risks across the portfolio of projects.
• Active management of the internal and external linkages and interdependencies (e.g. political or legislative changes, structural or
  organisational plans) across programmes and/or projects, and incorporating any changes into delivery plans.
• Production of monthly reports on the portfolio of projects monitoring programme spend against approved budget.

Freedom to Act

• Work autonomously, prioritising own workload.
• Encourage self and others to take responsibility for making decisive
  decisions to move things forward.
• Proactively engage with wider organisational context and identify
  opportunities to take action and make improvements. Closely align work to internal Strategy team divisional teams, and to local and national policies and procedures

Other Duties

• Maintain confidentiality and integrity at all times.
• Adhere to all Christie policies.
• Maintain a flexible approach to work in order to meet required targets.
• Undertake any other duties that may be required which are consistent with the grade and responsibility of the post-holder