Job summary
You will provide overall management for multiple projects. Specifically to 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
Delivering PMO activities to support the development and achievement of the Trust's annual Cost Improvement Programme (CIP).
Providing overall management for multiple projects. 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. Youwill 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
- Be responsible for the tracking and monitoring of a portfolio of projects and to produce update reports for the Executive Team and Care Group Directors.
- 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.
- Test the resilience of individual Projects and provide expertise to assist in breaking down complex projects into deliverable components that will ensure successful delivery of the overall objectives and benefits.
- 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:
- An Executive Director Sponsor for each project;
- A lead person and timescales for each component of the project;
- Robust set of early warning indicators to identify clinical risk which will be reported on;
- Risk rating likelihood of achievement and impact on quality;
- 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.
Why work with us - 1 (pagetiger.com)
Job description
Job responsibilities
Communication and working relationships
- Communicate complex, contentious and sensitive information to a variety of Stakeholders
- Supports performance improvement by proposing changes in conjunction with working groups, that may have wider implications for the organisation
- Uses motivational skills to encourage collaborative working where there may be resistance to change
- Build strong relationships with project teams to obtain hard and soft intelligence that triangulates with formal project documentation
- Advise 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 defined timescales 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 information communicated is highly complex, contentious and of a sensitive manner.
Planning 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 by producing 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.
- Manages a team of project staff, setting milestones and deadlines
- Responsible for managing own workload and to work both independently and as part of a team, which 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 judgement
- Undertake analysis of complex project financial and performance data, assess projects and identify areas for collaborative working.
- Critically review projects and provide expertise in project and programme management to ensure projects are designed appropriately to deliver the intended 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 complex financial data, including project budgets and resources (with Finance Team)
Responsibility and accountability
- Post Holder is responsible for supporting, facilitating and monitoring the progress of multiple projects within the organisation, and across various sites
- Post 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
Policy and service responsibility
- Lead specialist on the specific projects within the Care Group portfolio and will be responsible for interpreting national policies for those project areas.
- Support 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 projects being worked on) be involved in the amending and ratifying of policies and procedures. 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 systems
- Monitoring and reporting of cash releasing savings delivery by projects in portfolio.
Responsibility for supervision, leadership and management
- Manages a team of project staff
- Holding to account project leads and project teams for delivery of milestones and KPIs.
Information technology and administrative duties
- Maintain 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 and informal forums
- Provide financial reports to key stakeholders (with Finance Team)
- Present complex information succinctly in a range of formats, including verbally and through the use of information technology, to a variety of stakeholders.
- 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 complex audits, analysis, surveys, self-assessments etc in order to collate and analyse information that will support judgements and decisions to be made on projects.
- To ensure quality control/reconciliation to and with source systems as set by the performance information team and within the required data quality standards.
Job description
Job responsibilities
Communication and working relationships
- Communicate complex, contentious and sensitive information to a variety of Stakeholders
- Supports performance improvement by proposing changes in conjunction with working groups, that may have wider implications for the organisation
- Uses motivational skills to encourage collaborative working where there may be resistance to change
- Build strong relationships with project teams to obtain hard and soft intelligence that triangulates with formal project documentation
- Advise 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 defined timescales 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 information communicated is highly complex, contentious and of a sensitive manner.
Planning 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 by producing 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.
- Manages a team of project staff, setting milestones and deadlines
- Responsible for managing own workload and to work both independently and as part of a team, which 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 judgement
- Undertake analysis of complex project financial and performance data, assess projects and identify areas for collaborative working.
- Critically review projects and provide expertise in project and programme management to ensure projects are designed appropriately to deliver the intended 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 complex financial data, including project budgets and resources (with Finance Team)
Responsibility and accountability
- Post Holder is responsible for supporting, facilitating and monitoring the progress of multiple projects within the organisation, and across various sites
- Post 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
Policy and service responsibility
- Lead specialist on the specific projects within the Care Group portfolio and will be responsible for interpreting national policies for those project areas.
- Support 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 projects being worked on) be involved in the amending and ratifying of policies and procedures. 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 systems
- Monitoring and reporting of cash releasing savings delivery by projects in portfolio.
Responsibility for supervision, leadership and management
- Manages a team of project staff
- Holding to account project leads and project teams for delivery of milestones and KPIs.
Information technology and administrative duties
- Maintain 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 and informal forums
- Provide financial reports to key stakeholders (with Finance Team)
- Present complex information succinctly in a range of formats, including verbally and through the use of information technology, to a variety of stakeholders.
- 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 complex audits, analysis, surveys, self-assessments etc in order to collate and analyse information that will support judgements and decisions to be made on projects.
- To ensure quality control/reconciliation to and with source systems as set by the performance information team and within the required data quality standards.
Person Specification
Qualifications and training
Essential
- Educated to post graduate level or equivalent experience with clear evidence of continued personal development
- Project management qualification (such as PRINCE 2, MSP) or project management knowledge to post graduate diploma level equivalent
Knowledge and experience
Essential
- Extensive experience of working in various projects or programme roles, and of delivering successful projects and programmes
- Experience of working with and influencing high profile individuals and operational staff seen as experts in their discipline
- Experience of persuading Senior Responsible Officers and staff of the importance of complex projects, negotiating and motivating operational teams on project delivery
- Experience of communicating very sensitive information about performance and change
Desirable
- Knowledge of Unit4 Finance & Procurement system
Specific skills
Essential
- Proficient in the use of Microsoft Office packages including Word, Excel and PowerPoint
- Proven ability to draft correspondence and reports and compile presentations to a variety of audiences
- Ability to line manage staff including recruitment, performance and work allocation
- Ability to maintain absolute confidentiality at all times
- Ability to organise and prioritise workload effectively to meet tight deadlines
- Strong influencing skills
- Strong analytical/ problem solving background to interpret complex facts, perform comparisons of a range of options
- Ability to make judgements where there are conflicting views on the project and there is a need to make decisions on complex issues
- Good negotiation and communication skills
- Commercially aware
- Good time management, ability to prioritise work
- Ability to maintain project information systems
- Ability to reforecast project plans if targets are not met, adjusting the plans, strategies and programmes as necessary
Person Specification
Qualifications and training
Essential
- Educated to post graduate level or equivalent experience with clear evidence of continued personal development
- Project management qualification (such as PRINCE 2, MSP) or project management knowledge to post graduate diploma level equivalent
Knowledge and experience
Essential
- Extensive experience of working in various projects or programme roles, and of delivering successful projects and programmes
- Experience of working with and influencing high profile individuals and operational staff seen as experts in their discipline
- Experience of persuading Senior Responsible Officers and staff of the importance of complex projects, negotiating and motivating operational teams on project delivery
- Experience of communicating very sensitive information about performance and change
Desirable
- Knowledge of Unit4 Finance & Procurement system
Specific skills
Essential
- Proficient in the use of Microsoft Office packages including Word, Excel and PowerPoint
- Proven ability to draft correspondence and reports and compile presentations to a variety of audiences
- Ability to line manage staff including recruitment, performance and work allocation
- Ability to maintain absolute confidentiality at all times
- Ability to organise and prioritise workload effectively to meet tight deadlines
- Strong influencing skills
- Strong analytical/ problem solving background to interpret complex facts, perform comparisons of a range of options
- Ability to make judgements where there are conflicting views on the project and there is a need to make decisions on complex issues
- Good negotiation and communication skills
- Commercially aware
- Good time management, ability to prioritise work
- Ability to maintain project information systems
- Ability to reforecast project plans if targets are not met, adjusting the plans, strategies and programmes as necessary
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.
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).
Additional information
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.
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).
