Job Description. Portfolio Manager Fixed Term (12 months) Planning and Funding

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1 Job Description Portfolio Manager Fixed Term (12 months) Planning and Funding Report To: General Manager Planning and Funding Bay of Plenty DHB Main Purpose This is a Planning and Funding role. The main purpose of this role is to manage the District Health Board s planning and funding relationship with health providers in the Bay of Plenty, to ensure that contracts are aligned to Bay of Plenty DHB Annual and Strategic Priorities and managed within agreed budgets. Organisation Context The Bay of Plenty District Health Board (BOPDHB) The BOPDHB s fundamental purpose is to work within the resources allocated to it to improve, promote and protect the health of the whole population within its district, and to promote the independence of people with disabilities. Vision: Healthy, thriving communities. Planning and Funding Portfolio Manager 22/07/2015 1

2 Mission: Values: Enabling communities to achieve good health, independence and access to quality services. CARE -Compassion, Attitude, Responsiveness, Excellence Key Outcomes: People take greater responsibility for their health People stay well in their homes and communities People receive timely and appropriate care. Planning and Funding works in partnership with the Maori Health Planning and Funding Team. Te Teo Herenga Waka (TTHW) is the name of the combined Planning and Funding and Maori Health Planning and Funding teams and is the arm of the District Health Board that determines how best to invest the funding received from Government to meet the health needs of our population. Deciding what healthcare services are purchased is carried out through planning and funding processes which includes consideration of the health needs of our population, Government s health targets, Ministers priorities and local priorities. Some services are delivered through facilities such as Tauranga and Whakatane hospitals and community based services; others through third parties such as GPs, Pharmacies and Non-Government Organisations (NGOs). Te Teo Herenga Waka refers to where Nga Waka can anchor safely and discussions can take place on ways to achieve a common goal; Toi Ora (optimum health and wellbeing). Liaise with: External Contracted and potential providers PHO s Bay of Plenty Alliance Leadership Team (BOPALT) Non-Government Organisations Ministry of Health Other DHBs Consumers and Community Groups HealthShare Health PAC Regional and National forums Bay of Plenty Iwi Consumers and Community Groups Local Authorities Other Governments Agencies Internal Maori Health Planning and Funding Team GM Maori Health Planning and Funding Statutory Committees - CPHAC / DSAC Bay of Plenty Maori Health Runanga Service Level Alliance Teams (SLATs) Bay of Plenty Board Mai I Nga Kurei a Wharei Ki Tihirau Maori Services Team Information Management Team BOP District Health Board Staff Planning and Funding Portfolio Manager 22/07/2015 2

3 Principal Accountabilities Planning Leads the development, review and implementation of the Annual Plan across designated portfolios and associated providers. Participates where appropriate in the development of the Regional Services Plan (RSP) across designated portfolios and associated providers. Funding Manages and monitors the funding/budgets allocated through the Funding Management Committee and budget allocation processes across designated portfolios and associated providers. Sets budgets for portfolios as a component of the annual planning process. DHB Collaboration & Relationship Management Fosters and manages relationships within the TTHW team, all contracted providers, MOH, and other local, regional and national agencies as required. Purchasing Identifies and develops service purchasing opportunities and regularly evaluates the effectiveness and strategic fit of all services purchased within portfolio. Contracting / Monitoring Maximises health gain in the development of new contracts. Works as per agreed DHB policy throughout contract establishment, management, monitoring and evaluation processes. Ensures contracting decisions are aligned to BOPDHB strategic direction. Strategic Management Contributes to the strategic management of the DHB by providing vision and leadership, guidance, and support to contracted providers, own portfolios, and other portfolio specific key stakeholders in the development of the Annual Plan and other planning processes. Promotes and supports the implementation of the Integrated Healthcare Strategy (HIS). Contributes to development, implementation and monitoring of the Midland RSP for assigned portfolios. Health and safety, risk management, quality improvement and innovation Adheres to DHB risk management and safety policies and processes in all activities. Escalates identified risk early and employs sound risk mitigation strategies. Employs a no surprises approach in all internal and external negotiations and relationships. Takes a Continuous Quality Improvement approach in all activities. Meets the health and safety requirements set out in BOPDHB policies and protocols and any other requirements set out in the Health and Safety in Employment Act Team Work Fosters a collaborative environment and promotes team work across the TTHW and wider health sector Fosters positive relationships across the whole health system towards achieving greater system and service integration Shares expertise with colleagues Provides support to team members Planning and Funding Portfolio Manager 22/07/2015 3

4 Ensures integration of the principles of the Treaty of Waitangi in all aspects of work. Planning and Funding Portfolio Manager 22/07/2015 4

5 Role Specific Accountabilities Job Holder is Accountable for 1 Relationship Management To effectively manage relationships with health providers, including those within other District Health Boards. To work collaboratively to understand and address the needs of the Bay of Plenty communities including health inequalities. To establish and maintain effective working relationships with the Funding Management Committee, Ministry of Health, other DHB funder units, non-government organisations and other relevant government (central and local) organisations and agencies. Job Holder is Successful when Health providers are informed, and engage with BOPDHB, national and regional activities that impact on their contracts and services Collaboration between providers occurs resulting in the minimisation of any competitive tendering processes being required Service level and other non-contractual agreements are in place as appropriate Forums such as advisory groups are in place to ensure best practice underpins the funder/provider/other stakeholder relationships Strong relationships exist within the Planning and Funding teams that enable co-ordinated team efforts in planning and funding health service provision for the Bay of Plenty communities Relationships with health providers and DHB colleagues reflect understanding of service and planning issues (access and accessibility), provider issues (capability, capacity, reconfiguration), and changes to service delivery (levels of service, quality, location) Good working relationships are maintained with other agencies, and clear working guidelines established. Representation of BOPDHB and the Midland region at national forums is undertaken, and agreed positions are put forward. In addition, the BOPDHB position is represented at Midland forum. Representation of the Planning & Funding perspective to local groups and statutory sub-committees is undertaken in a professional and constructive manner, resulting in a clear statement of the Planning & Funding perspective. Planning and Funding Portfolio Manager 22/07/2015 5

6 Job Holder is Accountable for 2 Contract/Funding Management and Monitoring To negotiate funding agreements in line with accepted legal practice and organisational policies and procedures To monitor provider reporting and evaluate provider performance against their funding agreement To integrate quality, safety and accreditation principles, consistent with the DHB s frameworks into funding agreements To manage the provider complaints process effectively and to respond to any breach of quality and safety immediately To monitor and oversee the payment of providers process. To ensure an efficient contracting process, including management of procurement process through to contract signing. To monitor provider performance to contract through the HealthShare Audit programme and Audit & Compliance with the Ministry of Health and respond to any breach of quality and safety immediately and effectively manage the provider complaints process. Job Holder is Successful when Funding agreements result in service priorities and objectives identified in the Annual Plan being delivered within the funds BOPDHB have available and where appropriate follow national guidelines and purchase units Provider reporting is received on a timely basis and reviewed against contracted throughputs. Resolution of any issues in performance against contract sought. All funding agreements reflect compliance with principles of quality, safety and accreditation consistent with the DHB frameworks Complaints and incidents regarding providers are investigated and resolved in a timely and appropriate manner, which may include referral to an external party. Provider breaches of quality and safety are minimised and in the event of occurrence, are dealt with appropriately. To ensure payments to providers are monitored and authorised highlighting any discrepancies to GMs, Planning and Funding Budget management is necessary to ensure that unallocated funds are eventually allocated within the target financial year/s or that reductions in funding and efficiencies identified are achieved within the financial year/s. Achievement (or lack of ) in this area has a direct correlation with delivery of health services and attainment of Annual Plan goals. Providers are audited regularly and action plans are completed and monitored to ensure priority issues identified and addressed in accordance with the specific contract. The process from agreement of terms with a provider through to execution of funding agreement is completed in a timely and efficient manner. Planning and Funding Portfolio Manager 22/07/2015 6

7 Job Holder is Accountable for 3 Planning and Service Development To provide expert guidance and lead the development of the Annual Plan in respect to specific portfolio responsibilities and including setting and managing performance against Health Targets. To identify and address service development and planning issues; specifically principles of access, acceptability, safety and risk management To identify, analyse and develop strategies to address provider issues of capability, capacity, reconfiguration To understand changes within the Planning environment and instigate changes to service delivery and levels of service, quality and location To participate actively in the delivery of the Integrated Healthcare Strategy (IHS) To provide a regional and national perspective to the BOPDHB planning processes. To provide both local and regional perspectives on national strategy and planning processes. Job Holder is Successful when BOPDHB Annual Plans and RSP reflects input from Planning and Funding Team Portfolio Managers Full analysis of prioritisation criteria undertaken when service reviewed Robust submissions made to Funding Management Committee utilising prioritisation criteria Setting and managing performance against health targets Progress is made against the IHS work programme Strategic input is provided on an ongoing basis to plan and manage in anticipation of health needs going forward. Planning and Funding Portfolio Manager 22/07/2015 7

8 The Person Essential Tertiary qualification Desirable Health professional qualification Post graduate management qualification Contract law Project management Relevant Experience Experience in the health and disability sector at a senior/management level Project management experience Relationship management experience Contract management experience Financial management skills Working knowledge and application of current health sector and related legislation Leadership ability at senior/management level Understanding of risk management principles and practice Understanding of Quality Improvement and Management principles and practice Personal Attributes Commitment/ Personal Accountability Professional/Technical Expertise Teamwork Customer Focus Effective Communications & Relationships Leadership Strategic Perspective Conflict resolution skill Planning and Funding Portfolio Manager 22/07/2015 8

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