Digital Transformation & Innovation EPR PMO Lead

Job description

Job responsibilities

Project, programme and change management

The post holder will:

• Lead the programme management office (PMO) in respect of the EPR Programme, developing and maintaining a professional and effective PMO function across the programme and supporting clinical, operational and corporate colleagues to develop and deliver necessary actions as part of the programme.

• Establish and maintain a logical and organised programme management office, including the management of papers, project documentation and the organisation of meetings, and lead on the creation and improvement of processes, procedures and tools.

• Ensure there is an established governance and appropriate progress and delivery reports are produced for the programme using the agreed template documentation and processes.

• Work as part of the overall PMO team, within the wider programme management approach set out for the delivery of programmes across UHN.

• Maintain the overall integrity and coherence of the EPR programme and develop and maintain the programme environment to support individual projects within it.

• Lead the PMO for the delivery of the EPR programme, liaising with senior leaders and executive SROs to support, help and ensure robustness of governance, and be responsible and accountable for the effective governance and management of the EPR programme.

• Provide specialist project and programme support, guidance and advice to workstream leads, SROs and individual project teams within services and divisions, supporting in a structured way the development and delivery of the programme.

• Ensure project managers understand and have in place appropriate documentation for key project information including financial cost. Use data to track and monitor progress, and identify opportunities for improvement, ensuring focus on the areas which will have the highest impact.

• Ensure workstream owners understand and have put in place appropriate scheme documentation e.g. plans-on-a-page, project plans, KPIs, risks, issues, dependencies, highlight reports, and that these are completed to agreed standards, and provide assistance to workstream owners to develop these where required.

• Build and sustain effective relationships with a wide range of stakeholders including clinical, operational and Digital colleagues.

• Work closely with the Programme Lead to provide assistance to the development of project planning and ensure alignment between workstreams plans.

• Play a pivotal role in ensuring leads are supported to develop workstreams to achieve their key milestones.

• Work with highly complex, sensitive and contentious information/data analysis; share this information with workstream owners and clinical and operational colleagues where agreement or co-operation on agreeing the next steps for delivery are required.

• Provide input to and support the continual development of the programmes management toolkit/policies for the implementation of change across the Group. Lead on the creation and improvement of processes, procedures and tools within the EPR PMO Blueprint, a document designed to show how PMO is managed within the programme as an example of best practice to the wider organisation. Ensure projects within the programme are implemented within the implementation cost budget and resources identified.

Monitoring and reporting

The post holder will:

• Provide regular reporting to the Programme Lead and Executive SROs in the agreed format.

• Develop, deliver and continuously improve reporting to be shared in a timely fashion on the development and delivery of the EPR programme for use in a range of governance meetings, including EPR Programme Board and other assurance meetings.

• Undertake effective tracking and analysis of regular project updates and highlight reports, making judgments on the validity of the information and following up accordingly; present a real-time, comprehensive, and prioritised report on project performance, risks ratings, progress against milestones and metrics, escalating to the Head of Digital Transformation and Executive SROs for workstreams, where projects are not consistently delivering against their agreed project plans.

• Ensure that changes within the overall EPR programme are properly managed and the impact of any individual project change is related back to its impact upon the programme as a whole.

• Update EPR programme records ensuring that key programme documentation is up-to-date throughout the programme.

• Assist programme teams in developing and updating their project plans and other templates on a regular basis.

• Review individual workstream progress on a regular basis, employing 'light touch' exception reporting through the updating of plan-on-a-page scheme reports, and deploy where necessary scheme stage reviews depending on project status and delivery against plan.

• Ensure lessons learned from delivery are captured and disseminated across UHN.

• Advise the Head of Digital Transformation & Innovation on whether the outputs and outcomes of projects will lead to the actual realisation of benefits.

• Ensure that audits and surveys are undertaken as appropriate related to the delivery of the programme to support reporting of impact.

• Facilitate EPR Programme Board and Working Groups; agree each agenda with the Chair; ensure all papers are received by the deadline, collate papers and ensure they are sent out in an appropriate format to members.

• Ensure minutes of the EPR Programme Board and Working Groups are taken and keep records of attendance, decisions taken, matters arising and issues to be taken forward.

• Ensure minutes and action points are circulated within 48 hours of each EPR Programme Board and Working Group meeting.

• Escalate where key staff are unable to make specific meetings, or where late cancellations may make a meeting inquorate.

Planning and delivery

The post holder will:

• Plan a number of complex activities to support the effective development and delivery of the EPR programmes. This will require the adjustment of plans, as required, to support the delivery of the savings targets required and flex plans in response to emerging needs and uncertainty as well as in response to how the programme is progressing.

• Provide constructive support and challenge to workstream leads in the development and delivery of their workstreams.

• Ensure effective coordination of individual workstreams and their interdependencies both internally and externally to the EPR programme; whilst effectively managing and utilising resources across individual workstreams.
• Have the freedom to shape the scope and pace of change within boundaries set by the Programme Lead, making decisions and presenting options on a range of highly complex programme issues where there may be more than one course of action.
• Ensure clear lines of communication and consultation with key stakeholders and members of multi-disciplinary workstreams, ensuring interdependencies are clearly identified and proactive actions taken.
• Review, check and quality assure the content of documentation for all workstreams ensuring workstreams remain viable within any specified constraints.
• Manage and resolve any risks and issues that may arise and take corrective actions where required, whilst advising of any deviations from approved plans.
• Drive a structured and robust approach to support the entire lifecycle of EPR programme development from idea generation through to delivery using best-practice research, benchmarking and supporting the adoption of new business processes and prepare affected business areas for transition to future new ways of working.
• Ensure workstreams are implemented within the implementation cost budget and resources identified.
• Be able to interpret local and national guidance to the delivery of their EPR programme, including joining national networks for delivery where appropriate.

• Alongside the immediate aims of the EPR programme, provide advice and support the service / division to develop longer-term plans for workstreams and service improvement to build on current delivery.

Communications

The post holder will:

• Act as an advocate and champion for the EPR programme within the Trust.

• Develop and maintain strong working relationships with a number of operational, clinical and corporate management teams including developing good knowledge of the overall EPR programme aims, objectives and initiatives so as to provide meaningful expert advice and guidance in relation to change.

• Ensure clear lines of communication and consultation with key stakeholders and members of multi-disciplinary projects team, ensuring interdependencies are clearly identified and proactive actions taken.
• The post holder will be required to communicate and engage constructively with a wide range of internal and external stakeholders on a range of highly complex, specialist and often contentious issues.

• In written communication, provide clear and concise updates on the delivery of the transformation programme to persuade Boards and senior managers of the importance of the initiative/programme and effectively describe blockers for resolution.

For full details of the job description and person spec, please see attached supporting documents

Person Specification

Educations, Training and Qualifications

Essential

• Educated to degree level or equivalent level of education, training or experience
• Masters level qualification in general or healthcare management, or relevant equivalent experience.
• Evidence of continuous professional development.
• Further specialist training relevant to the role, e.g. project management qualification such as MSP Practitioner

Knowledge and Experience

Essential

• Demonstrable significant experience in providing a PMO support service within the NHS or a comparable large organisation.
• Experience and understanding of a project or programme management methodology including setting project objectives; determining project scope and deliverables; developing a robust project plan; risks and issues management and monitoring and reporting arrangements.
• Ability to lead and manage project teams and hold to account (for the purposes of project delivery) staff across a number of clinical or corporate departments.
• Proven collaborative relationship engagement skills with both internal and external stakeholders at a senior level, including managing relationships and encouraging collaborative working between cross-functional teams, and with third parties.
• Experience supporting teams through a process of change sensitively, managing complex issues and managing where performance has not been met including where that is unwelcome news able to withstand frequent demands for support from colleagues who are emotionally impacted by change.

Desirable

• Experience working within the context of an EPR programme, preferably in the implementation phase.

Skills

Essential

• Demonstrate effective analytical and problem-solving skills. Ability to analyse complex facts and situations and develop a range of options, coupled with the ability to respond to sudden unexpected demands.
• Able to empathise and build rapport with a wide range of stakeholders, to influence, motivate and engage them into adopting desired ways of working and processes.
• Must be able to work under pressure; prioritise a number of tasks, taking into account internal and external deadlines, escalating issues in a timely manner.
• Effective and adaptable interpersonal and influencing strategies including the ability to persuade others with personal conviction and facts.
• Communicate effectively to a range of groups and individuals in both verbal and written form. Excellent facilitation and presentation skills, with ability to manage varying levels of understanding.
• Accurate and advanced IT/keyboard skills including producing high level reports and presentations.

Key Competencies/Personal Qualities and Attributes

Essential

• Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality diversity and inclusion of our staff, patients and service users
• Deliver effectively: Be proactive, forward thinking and comfortable working on own initiative. Share creative and innovative ways of doing things with colleagues. Understand the impact of own actions on the Group and others in the PMO team.
• Demonstrate accountability: Exhibit the necessary level of drive, independence and objectivity required to perform the role effectively. Be open to constructive challenge and look for ways to continually improve own performance, and that of others. Flexible attitude and approach to work; willing, conscientious and adaptable.
• Display integrity: Encourage trust through own actions. Professional and positive approach. Enthusiastic self-starter with a positive, committed and determined approach. Be honest in dealings with others.
• Ability to travel to the Northampton Hospital site and to other sites across the Group

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Northampton General Hospital

Address

Northampton General Hospital

Cliftonville Road

Northampton

NN1 5BD

Employer's website

https://www.northamptongeneral.nhs.uk/Home.aspx (Opens in a new tab)