Torbay and South Devon NHS Foundation Trust

Programme Project Manager

This job is now closed

Job summary

The post holder will deliver PMO activities to support the development and achievement of the Trust's annual Cost Improvement Programme (CIP).

The post holder will drive, support and facilitate, monitor and analyse the progress of projects to ensure the continuous improvement of Trust efficiency and effectiveness.

The post holder will be assigned a portfolio of Projects and ISUs, for which they will be responsible for developing, planning, tracking, monitoring and maintaining performance in line with trajectories.

Main duties of the job

The post holder will work in partnership with groups or individuals to support and drive the development and delivery of the Trust's annual Cost Improvement Programme (CIP).

Support, drive, plan, facilitate and monitor progress of projects, liaise with key stakeholders, hold to account project teams on progression, to provide an up to date view on the performance and progress of projects against annual targets.

Be responsible for the tracking and monitoring a portfolio of projects and to produce update reports for the Executive Team.

The post holder will support the planning and implementation of performance improvement, and promote quality and equality improvement, whilst ensuring business continuity of service.

The post holder will act as the catalyst for the implementation of project plans, while being the intermediary between Project Managers, Operational Managers and the PMO, providing assurance on the progress and development of plans.

Play a key role in motivating Project Team Leadership to ensure that deadlines are met.

Deal with complex enquiries from a variety of stakeholders. Provide timely and accurate information. Secure commitment from others to deliver agreed work to defined timescales, using tact, persuasion and negotiation skills. It will also be necessary to hold project teams and leads to account, and to escalate issues to the Director of Delivery.

About us

The PMO is the mechanism by which the Trust will ensure that the entire Executive Team is held accountable for delivery.

The PMO designs the architecture and tools, and supports and guides the projects with project definition, planning, financials and KPIs. It also 'governs' through gathering evidence and RAG rating progress, facilitates the governance process and creates overall reporting mechanisms.All CIP Projects are managed through to completion using a similar process and governance procedure that:

ensures the process used in the organisation is based on best practice;

ensures the monitoring of projects and the correct escalation procedures are in place for any failing projects;

ensures the process defines the framework that supports the CIP by implementing best practice including:o An Executive Director Sponsor for each project;o A lead person and timescales for each component of the project;o Robust set of early warning indicators to identify clinical risk which will be reported on;o Risk rating likelihood of achievement and impact on quality;o Structured Quality Impact Assessment (QIA) of each scheme, where appropriate;

It is considered best practice in any organisation, which is financially challenged, to have an independent PMO, which can access and report directly to Executive Directors

Date posted

05 March 2024

Pay scheme

Agenda for change

Band

Band 6

Salary

£35,392 to £42,618 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

388-5900350-A&C

Job locations

Torbay Hospital

Newton Road

Torquay

TQ2 7AA

Job description

Job responsibilities

Communication and working relationshipsCommunicate complex, contentious and sensitive information to a variety of Stakeholders

Propose changes in conjunction with working groups that may have widerimplications for the organisation

Use motivational skills to encourage collaborative working where there may be resistance to change

Build strong relationships with project teams to obtain hard and softintelligence that triangulates with formal project documentationAdvise on how to improve the flow and efficiency of Programme reporting and documentation

Deal with complex enquiries from a variety of stakeholders in a sensitive and sympathetic manner and respond with timely and accurate information or pass the enquiry on to the relevant team member who can help

Secure commitment from others to deliver agreed work within definedtimescales using tact, persuasion and negotiation skills

Hold project leads and project teams to account for delivery and corrective action where required

Support in the communication and update of information about projects in their various stages of development, particularly where needs change

Due to the nature of the Programme Management Office, the informationcommunicated is highly complex, contentious and of a sensitive mannerPlanning and organisation

Liaise with project leads and produce progress updates and recommendation reports on a regular basis, as requested for projects within areas of own responsibility

Co-ordinate and support Programme Management Office projects byproducing and maintaining formal project management documentation

Receive and collate action plans and / or the requirement for action from a variety of sources and report on this in appropriate forums and formats as required.

Responsible for managing own workload and to work both independently and as part of a team. This involves prioritising and organising workload as required and working to support other members of the team at times when the team capacity is stretched.

Analytical and judgementUndertake analysis of financial and performance data, assess projects andidentify areas for collaborative working.

Critically review projects and provide expertise in project and programmemanagement to ensure projects are designed appropriately to deliver theintended benefits (particularly cash releasing), aligned to organisational goals

Challenge any data anomalies recognised through report analysis, through discussion with relevant leads and with staff members responsible for management of the information on a day to day basis.

Interpret complex information which relates to project outcomes and ensure this is communicated effectively to the line manager, project team and others as required.

Undertakes analysis of information interpreting any trends, patterns, gaps and preparing this in an appropriate presentation to communicate back to the information requester.

Analyse financial data, including project budgets and resources (with Finance Team)

Responsibility and accountabilityPost Holder will work autonomously to clearly defined Trust and PMO policies and procedures

Deal independently with routine business matters in a professional, prompt and effective manner and use own initiative

Ensure that urgent matters are brought to the attention of the appropriate person as soon as they are identified

Responsibility for patients and client care

Incidental contact

Policy and service responsibilitySupport the development and implementation of policies within the PMO,ensuring alignment to Standing Financial Instructions and Standing Orders, local audit requirements and organisational goals.

Work regularly with Trust policies and at times (to be dictated by projectsbeing worked on) be involved in the amending and ratifying of policies andprocedures. Proposing changes to practices or procedures which impact on the Organisation and own work area.

Participate in the use of redesign tools and techniques i.e. process mapping, facilitation, demand and capacity analysis, project management etc.

Responsibility for finance, equipment and other resources

Responsible for safe use of Trust equipment.

Take responsibility for programme information system

Monitoring and reporting of cash releasing savings delivery by projects inportfolio.

Responsibility for supervision, leadership and managementHolding to account project leads and project teams for delivery of milestones and KPIs.

Information technology and administrative dutiesMaintain governance infrastructure to ensure and facilitate the smooth running of the governance structure for the CIP programme.

Ensure that the overall programme risks and issues log is maintained.

Identify and manage critical issues, including the implementation of recovery plans when required.

Ensure projects are assessed for impact on quality and equality (Quality and Equality Impact Assessment)

Provide assurance on the progress of projects to a variety of formal andinformal forums

Provide financial reports to key stakeholders (with Finance Team)

Present complex information succinctly in a range of formats, includingverbally and through the use of information technology, to a variety ofstakeholders.

The post-holder needs to be able to demonstrate the ability to design methods for displaying a range of information (e.g. graphs, charts etc).

To co-ordinate and provide routine and ad hoc reports, either written or data analysis extracted from information systems as and when required.

Manage document and archiving on behalf of the teams and where appropriate, set up new systems of managing documents and project processes.

Responsibility for research and development

Regularly undertakes audits, analysis, surveys, self-assessments etc in order to collate and analyse information that will support judgements and decisions to be made.

To ensure quality control/reconciliation to and with source systems as set by the performance information team and within the required data quality standards.