Ambulance Victoria. Position Description

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1 Position Title: IT Project Manager Team Leader Position Description Division: Information & Technology Department: Solution Delivery Reports To: Manager Solution Delivery Direct Reports: IT Project Managers x 3 Employment Conditions: (Management and Administrative Staff) Enterprise Agreement 2010 Primary Objective: To lead and support a team of Project Managers, ensuring adherence to best practice and quality processes under AV s project management methodology in the delivery of new technical solutions. This role will establish, implement and control best practices for IT project management throughout AV, and monitor all aspects of projects by defining and documenting all policies and processes of project lifecycles in order to deliver projects according to plan and within budget. This position will also create formal methodologies for defining key project performance metrics, take corrective actions and make recommendations as necessary and provide management with ongoing reports of the project control and progress in accordance with budget and agreed objectives. Responsibility for Quality: To take responsibility for improving quality processes using continuous improvement philosophies and practices, thereby increasing value to the customers and the organisation Expected Behaviours These statements of expected behaviours, are based on AV s commitment to building a more effective culture and focus on developing four constructive styles: Achievement, Self-Actualising, Humanistic Encouraging and Affiliative Achievement Self-Actualising Humanistic-Encouraging Affiliative Achieves self set goals Believes that individual effort is important Receptive to change Encourages growth and development in others Cooperative Creative problem solver Resolves conflicts constructively Friendly Accepts and shares responsibility Non-defensive Trustworthy Genuine in concern for others Takes on challenging tasks Self respecting Involves others in decision making Accepts change Insightful in diagnosing problems Motivates by serving as a role model Date of Issue: March 2011 Position Number: Page 1 of 7

2 Position Scope Budget: TBC Financial Delegation: Other Managers as per AV s delegation manual (TBC) Commuted Availability Allowance (CAA): N/A Occupational Health & Safety Understand, observe and adhere to all safe working procedures and maintain safe work practices Provide and promote an occupational environment that is responsive to the health, safety and welfare needs of employees, contractors and the general public Ensure the Occupational Health and Safety Management System and OH&S Risk Management Processes are adhered to Equal Employment Opportunity Understand, support and adhere to the principles covered in the AV Workplace Respect Policy Ensure direct and indirect reports are aware of, understand and uphold the principles and requirements of the AV Workplace Respect Policy Monitor the working environment to ensure that acceptable standards of conduct are maintained at all times, including taking appropriate action if unacceptable conduct is observed Provide and promote a climate of mutual respect, dignity and fairness free from discrimination, harassment, victimisation, bullying and violence for AV employees, contractors, volunteers and the general public Key Contacts Internal Program Manager (Strategy & Planning), customers of projects, Managers, Team Leaders and staff within I&T, in particular BS Relationship Manager, SM Service Desk Manager and all other AV divisions and departments External Software and other technology vendors, project contractors and consultants Date of Issue: March 2011 Position Number: Page 2 of 7

3 Key Responsibilities Key Result Area Key Accountabilities I&T Project Management Manage the overall program of project work undertaken by the Solution Delivery department, defining how the scope, goals and deliverables of IT Projects should support AV goals in collaboration with senior management and other departments/divisions Processes, Standards, Reporting, Compliance and improvements Plan, direct and coordinate the efforts of the IT Project Managers and ensure business requirements are met by providing project management resources for project work scheduled via the I&T Portfolio Management function Lead, support and manage the team of IT Project Managers, building a strong, effective and efficient IT project management capability to ensure that all IT programs adhere to best practice and quality processes and are delivered on time, according to plan and within budget, with dependencies and risks appropriately managed Define project success criteria and effectively communicate and manage this criteria and project expectations to project managers, owners, sponsors, team members and other stakeholders involved throughout the project lifecycle Monitor all aspects of the project by defining and documenting all policies and processes of project lifecycles to ensure projects are delivered according to plan and within budget Establish and communicate project timelines, milestones and deliverables using appropriate tools, including tracking and monitoring these milestones and deliverables Identify and manage project dependencies and critical path to ensure projects are completed on schedule Act as an escalation point through which the IT Project Managers can manage project issues, risks and dependencies to ensure successful delivery, and where required, provide appropriate escalation to the Manager Solution Delivery to ensure timely action is taken to mitigate against risks to project delivery Oversee the preparation and maintenance of system documentation including analysis, design, development, integration and testing Accept and assess status reports, change requests and requirements documentation to ensure smooth project progression Serve as a subject matter expert for specific areas of the project management lifecycle Develop and maintain a standard classification of inputs/outputs to the appropriate teams that projects transition from and to Develop, implement and control best practice techniques, tools and processes for project planning, project management, execution, ongoing milestone/deliverable tracking, communication, and key performance metrics Oversee the continuous adoption and improvement of methodologies, processes and tools to increase the productivity, reliability and predictability of software development projects Develop a culture of rigorous cost-control, re-use, measurement and continuous improvement amongst the Project Management team Conduct completed project reviews and create recommendations in order to identify successful and unsuccessful project elements Date of Issue: March 2011 Position Number: Page 3 of 7

4 Key Responsibilities Key Result Area Resource Acquisition & Deployment Stakeholder & Relationship Management Strategic Leadership & Performance Management Key Accountabilities Working closely with the I&T Portfolio team and resource management functions, effectively manage the project teams time and allocate resources to ensure deliverables are completed Provide information and actively collaborate with other departmental managers to enable the effective prioritisation of programs of work and effective allocation of resources, and where required, negotiate with department managers via the portfolio function for the acquisition of required staff Assist in the management of the I&T resource pool to ensure efficient allocation to project tasks whilst not affecting business as usual (BAU) activity Work closely with the I&T Portfolio Management function to ensure that resourcing requirements for projects from across and outside the division are met Provide updates on the status of project delivery to the I&T Portfolio Management function within the Business Services & Relationship Management department Provide a key liaison point into the I&T Business Services & Relationship Management IT Portfolio Management function, ensuring projects underway are in line with AV s strategic plan Develop and enhance relationships with internal stakeholders, particularly with AV s Business Project Managers and the Program Manager within Strategy & Planning to ensure project objectives are AV s business needs are met Develop and maintain strong, effective relationships with vendors, third party suppliers and project contractors and consultants Develop and maintain relationships with key stakeholders, including the CEO, Executive and external stakeholders and staff to ensure that items of interest to AV are captured, reported and acted on as required Provide strong and effective leadership to the Project Management team by fostering a culture of professional development, leadership and continuous improvement and refinement to the I&T Project Management framework Lead and manage staff to ensure goals are achieved and to drive superior business outcomes to meet the current and future needs of AV Provide a mentoring role to the IT Project Managers as continuous improvements and refinements are made to the I&T Project Management framework Coach and guide staff in the provision of advice and recommendations provided to AV staff Construct performance development plans in conjunction with direct reports to set performance direction and highlight training and development needs Regularly monitor and assess performance of direct reports to provide constructive feedback and highlight development needs Date of Issue: March 2011 Position Number: Page 4 of 7

5 Key Responsibilities Key Result Area Budget/Financial Management/Reporting Key Accountabilities Resolve or refer all grievances and complaints in line with AV grievance and complaint handling procedures to minimise negative effects on employees and the organisation s operations Manage functional expenditure within budget and seek sign off from the Manager Solution Delivery where expenditure may exceed budget Provide a summary of project progress issues, risks and dependencies for designated projects to the Solution Delivery Manager on a regular basis Review budget proposals and recommend subsequent budget changes where necessary Date of Issue: March 2011 Position Number: Page 5 of 7

6 Selection Criteria Essential Qualifications and Experience Tertiary qualification in IT or Business or other related discipline Demonstrated experience in a senior IT project management capacity, including all aspects of process development and execution, and the implementation of complex information systems Demonstrated experience in project management methodologies and in deploying best practices project processes including Project Management certification (e.g. Prince 2, PMBOK) Experience in managing the integration of new technologies into an operational environment to ensure maximum user acceptance, including key elements of change management Demonstrated understanding of Software Development Lifecycle (SDLC) methodologies Experience in the management and supervision of staff Proficiency in the use of the Microsoft Office suite Current Victorian driver s licence Key Skills & Attributes Strong verbal and written communication skills to ensure information, ideas and plans are clearly articulated and understood by others, including the ability to communicate solutions to technical and non-technical stakeholders, enable the effective interaction with staff and key stakeholders, and the preparation of well-structured, accurate and concise documents and reports Strong interpersonal, influencing and negotiation skills to gain the acceptance and support of ideas, cooperation of others, and the ability to modify styles and techniques to accommodate tasks, situations and individuals of both technical and non-technical stakeholders Exceptional relationship building and customer service skills to take appropriate action to develop strong and collaborative relationships with internal and external stakeholders and understand clients needs while ensuring these are met Strategic thinking and conceptual, analytical and problem solving skills to enable the identification of issues and the judgement to determine appropriate courses of action for achieving long-range organisational goals Planning, organising and time management skills to effectively establish the priority and scheduling of work tasks and projects to ensure work priorities are completed on time and within budget Customer service orientation to take responsibility for understanding client needs and ensuring these are met, including the ability to translate, challenge and manage customer requests Leadership and management skills to manage and develop others to achieve organisational goals and objectives, foster continual improvement and cultural change to enable effective implementation of plans Desirable Qualifications, Experience & Skills Knowledge of ITIL Date of Issue: March 2011 Position Number: Page 6 of 7

7 Approval Manager Solution Delivery Chief Information Officer Date of Issue: March 2011 Position Number: Page 7 of 7

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