Capital Planning Programme Manager

Job responsibilities

Key working relationships

• Director of Estates and Facilities
• Deputy Director of Estates and Facilities- Strategic Estates
• Deputy Director of Estates and Facilities- PFI and Operational Estates
• Head of Operational Estates and Technical Services
• Head of Facilities
• PFI Team
• Capital Finance Team
• IPC team
• Fire Safety Team
• Health and Safety Team
• Clinical and Operational teams
• ICB/ NHSE Estates Leads

Role

Worcester Acute Hospital Trust provides healthcare for the population of Worcestershire across 3 main sites- Worcester Royal Hospital, Alexandra Hospital Redditch and Kidderminster Hospital and Treatment Centre. Each site has its own challenges with building condition and development opportunities. WRH is a PFI with 5 years left on the concession, AHR is a 1980s nucleus design hospital and KTC is a mixture of 1960s and more modern buildings.

This post requires a positive and proactive approach to Projects, confidence to challenge the status quo and the experience, knowledge and personality to effect change.

Role

Direct responsibility for the delivery of all stages of funded capital works schemes across all 3 sites, encompassing the process from feasibility through to handover and operationalisation. This includes responsibility for both internally and externally funded projects.

Oversee the development of future years Capital Plan as well as the management and execution of the current Capital Plan. Ensure the Capital Plan aligns with Trust Strategy and the 10-year Infrastructure plan.

Work closely with the Head of Operational Estates and Technical Services, to support the development and the delivery of the capital elements of the rolling Backlog Maintenance and Critical Infrastructure programme.

Direct responsibility for ensuring compliance with Trust Standing Financial Instructions (SFIs) and Procurement regulations, as well as all Trust Policies.

Establishment and maintenance of robust Project Governance, chairing Project Boards when appropriate, and preparing highlight reports for Trust Boards.

Responsible for conducting Post Project Evaluations, ensuring that lessons learned are applied to subsequent schemes.

Provide support to the Deputy Director of E&F in the development and ongoing review of the Estates Strategy, maintaining alignment with Trust Clinical Strategies

Play an integral part in developing and submitting bids for external funding, including initiatives such as Return to Constitutional Standards and the Estates Safety Fund. This includes ensuring a pipeline of prioritised bids is maintained to respond rapidly to funding opportunities with tight deadlines.

Line management of the Capital Planning team

Ability to deputise for the Director of E&F Strategic Estates at all levels.

Key Duties

Due to the nature of the post, the post holder will be on occasions required as necessary to work at weekends and in the evenings.

May be required to participate in Estates and Facilities On-Call Management Rota

The postholder will be expected to be on site at least 3 days a week and be flexible according to the service needs.

General Duties

Planning and organisational skills

Develop, maintain and control project documentation throughout the lifecycle.

Lead delivery of project plans: allocate tasks, manage risks/issues/dependencies, seek feedback and make timely decisions in the projects best interests.

Produce and submit required progress reports to Trust, system and national forums.

Proactively identify, manage and escalate risks and issues via agreed routes.

Plan and run regular team meetings; maintain an action/decision log

Chair and facilitate meetings, networks and events that enable delivery and decision-making.

Strategy & Policy Development

Support development and refresh of the Trusts Estates Strategy.

Develop capital procedures (prioritisation methods, business case standards) to maximise value from available resource.

Develop and implement policies to support efficient management of the healthcare estate.

Ensure capital developments align with and inform Trust clinical strategies.

Maintain awareness of national estates/capital strategy to identify funding opportunities and align bids.

Operational

Deliver the capital programme while maintaining operational functionality and minimising impact on patient care.

Maintain scope control; agree changes through the appropriate governance route.

Manage variations to minimise impacts on cost and programme.

Ensure delivery impacts are communicated, understood and approved by clinical/operational services.

Align Trust activities with construction programmes to mitigate delay and extension-of-time claims.

Apply analytical thinking to manage complex situations in a changing environment.

Act as senior advocate for projects; secure sponsorship and handle sensitive/political issues.

Work autonomously with strong time management; re-prioritise and adapt plans as needed.

Manage quality assurance, benefits evaluation and project closure documentation.

Ensure compliance with Trust governance requirements and relevant codes of conduct.

People Management and Training

Lead and manage Capital Project Managers assigned to programmes of work.

Commission and manage external consultants where required, ensuring appropriate governance and compliance.

Manage contractors and professional consultants across the portfolio; monitor performance (design, compliance, programme and site management) and contribute to quarterly/annual reviews and recommendations.

Communications and stakeholder management

The Operational Estates Team, the PFI Team and the Capital Planning team are dedicated to creating a genuinely collaborative approach for Capital Projects, recognising the specific skill sets of each team. The person in this role should willing and able to maintain and strengthen this partnership to ensure projects are delivered and handed over smoothly, efficiently, and safely.

Build and sustain effective relationships with key individuals across the Trust and system.

Plan and deliver stakeholder engagement to secure commitment, support and shared understanding.

Identify and manage stakeholder concerns, including challenging situations, to achieve resolution.

Communicate complex, sensitive or contentious issues clearly to a wide range of audiences.

Prepare concise, high-quality reports and papers; highlight risks, escalations and recommendations.

Business Cases

Prepare outline business cases, including feasibility work, budget estimates, programmes, drawings/specifications, tenders and reports for construction/refurbishment schemes.

Support completion of full business cases by preparing design options, detailed design, financial and contract information for approvals and funding decisions.

Establish and lead Capital Project Boards, as required.

Record and advise on derogations from statutory/non-statutory guidance and ensure appropriate governance visibility.

Finance and resourcing

Work with project and finance leads to set budgets; monitor, report variances and take corrective action in line with reporting requirements.

Manage project budgets for capital works, including purchasing of assets.

Plan and secure resources required to deliver large-scale projects.

Procure and manage external consultant support and monitor performance against requirements.

Able to negotiate with a commercially driven PFI delivery partner to ensure the Trust is getting Value For Money and projects delivered on programme

Personal Development

Maintain relevant knowledge and skills and manage own CPD programme.

Participate in the Trusts Personal Development Review and undertake appraisals as required.

Maintain knowledge of principles and techniques for managing people, finance and resources as relevant to the role.

Maintain knowledge of Trust policies, procedures and strategic direction.

Mental Effort

Sustained concentration is required for extended periods, e.g., analysing complex data from multiple sources to develop and maintain project plans and dashboards.

Duties are not exhaustive and may change with service needs; other duties within the grade may be required by agreement with the manager.

Skills/Knowledge

Essential

• Understanding of NHS Acute Trusts and the local, national and regional landscapes in which they operate.
• Proven knowledge of RIBA Plan of Work
• Presentation: being articulate and skilled in presenting complex ideas and proposals to others.
• Able to prepare and present concise and insightful reports for a broad range of audiences, including Executive led Boards
• Clear understanding of governance routes
• Skilled in the production of Project Documentation such as Gantt Charts/ Risk logs
• Knowledge of construction procurement methods
• In depth knowledge of CDM and Building Safety Act regulations and the Trust responsibilities under these
• In depth knowledge of HTMs/ HBNs
• Able to make sense of conflicting priorities and reach effective and efficient solutions

Desirable

• Detailed understanding of current NHS capital funding strategies

Qualifications

Essential

• Educated to degree level or equivalent experience in building services/ construction project management
• Post Graduate qualification in a relevant subject or equivalent level of experience.
• Project Management Qualification, such as PRINCE2, or APM

Desirable

• NEBOSH
• National General Certificate
• H&S for Construction
• ILM Level 3 or similar
• Membership of a professional institution such as RICS, RIBA, CIBSE, CIOB.

Personal Qualities

Essential

• Positive, collaborative approach to working with other teams
• Strong negotiation, facilitation and networking skills.
• Actively promote a culture where by patients, staff, visitors and colleagues are treated with respect and dignity; lead by example
• Prioritisation: able to manage work of self and others to accommodate competing priorities and meet demands
• Motivating: ability to inspire confidence in staff across the organisation and to influence and negotiate at a senior level. Ability to motivate self and others and work autonomously as well as working effectively as part of the team
• Holder of a current driving licence. Travel around the County will be required. The candidate must have access to a vehicle for this.

Desirable

• Experience of encouraging diversity of thinking as a means to promote positive change and fostering commonality

Experience

Essential

• Proven excellent project management skills and or PMO Experience
• Evidence of working in Capital Project management with over 4 years experience in the NHS
• Demonstrable experience in the financial management of a programme of capital works
• Significant experience of coordinating multiple projects with a range of values in a live clinical environment
• Extensive Demonstrable experience in the Commissioning of new Health Service facilities in an NHS environment
• Experience of managing a Project Management team
• Experience in managing both construction contractors and external support consultants such as Contract Administrators

Desirable

• Experience in managing an overarching Capital Plan
• Experience of supporting the development of an NHS Estates Strategy
• Experience of developing and submitting bids for external capital funding
• Ability to undertake a Post Project Evaluation and apply learning

Improving Diversity and Inclusive Recruitment

Essential

• As part of the Trust's aim to improve diversity across the Trust, positive action is being taken and all applications for this post from BAME, Disabled and LGBT+ candidates can request to be considered under an expanded Guaranteed Interview Scheme if they meet the minimum criteria as specified in the person specification for this role. Here you can declare if you wish to be considered under this expanded Guaranteed Interview Scheme and this response would be visible to the Shortlisting Panel.

Internal Job Vacancy

Essential

• This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Please confirm below that you currently work at Worcestershire Acute Hospitals NHS Trust

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).