Project Manager - DNA

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1 Date: September 2013 (Review September 2014) Job Title : Project Manager - DNA Department : Surgical and Ambulatory Services Location : Waitemata DHB All Locations Based at North Shore Hospital Reporting To : General Manager Surgical and Ambulatory Services Direct Reports : Nil Functional Relationships with : Internal Provider Arm General Managers S&AS and provider arm Operations Managers Elective Surgery Centre Planning and Funding Team (Maori Health Gains) Surgery and Ambulatory Care Division Communications team Quality Finance Other Appropriate Persons All provider arm services External Patients, families, caregivers General Practitioners/PHOs NGOs Independent Practitioner Organisations Regional DHBs Project stakeholders including community and patient groups Technical Experts Ministry of Health / National Health Board Other Appropriate Agencies Purpose : The purpose of this role is to lead a project to work with the provider arm to understand drivers for patients to DNA, work up sustainable solutions to reduce DNA and assist the team to implement new models to sustain outcome to reduce Maori and Pacific Island DNA to <10% The project manager (DNA) is responsible for leading a project team to implement strategies to reduce Maori and Pacific Island DNA to <10%. This will be achieved by firstly understanding the barriers that influence DNA and then collaboratively designing and implementing strategies to address these barriers. The solutions must be effectively evaluated and sustainable in the longer term. Waitemata District Health Board -JOB DESCRIPTION - Page 1

2 KEY TASKS EXPECTED OUTCOMES Project Planning and Leading Scope the project; work/tasks, responsibility, and the deadlines/timeframes. Allow sufficient scoping of workstreams as required, in particular related to: o A full picture of why DNAs occur and exclude the obvious o Process mapping o Policy & procedures Clarify project objectives and problem definition. Effectively use all available literature to ensure a wide perspective is gained on the issues and opportunities for the project Use appropriate networks both regionally and nationally to identify improvement projects in other DHB s which are relevant Ensure they solutions are culturally appropriate for the respect patient groups (Maori & Pacific People) Ensure data integrity so that evaluation of the project outcomes is robust Understand how much change is involved, who needs to change, and the best ways of working with them. Understand the risks and opportunities, taking a whole-of-sector approach. Develop detailed implementation plans Interface with other workstreams and the provider arm as required. Develop and maintain a project plan that clearly identifies the time for stakeholders and decisionmakers to engage. Agree the priority of tasks and projects with managers and sponsors. Project Management Practice Follow good project management practices. Work within the DHB s project management policies as appropriate to the project and as agreed with manager. Deliver projects to the agreed standards of time, cost and quality. Help lead and manage change processes as required. Good attention to detail. Establish working groups of key stakeholders to undertake the key activities required to identify and document practices, processes and departmental guidelines (including policy and documentation) Ensuring health professionals are fully engaged in the developing services that meet the needs of health professionals, patients/consumers and their families and the wider community. Ensure project team members and stakeholders understand the project objectives, scope and timing as well as any broader contexts that are relevant. Waitemata District Health Board -JOB DESCRIPTION - Page 2

3 KEY TASKS EXPECTED OUTCOMES Monitor and track progress, and give early indication of any problems together with suggested ways of proceeding. Engage the right stakeholders with differing needs and expectations through the right processes Ensure patient and community organisation are appropriately consulted Elicit broad perspectives, facilitate healthy debate, constructively resolve conflicts, and appropriately escalate issues that cannot be resolved within the project team(s). Appropriately manage any conflicts of interests. Develop Networks Work within a consultative framework ensuring communication channels are developed and well maintained and that all staff across disciplines are involved in order to achieve change in a way that builds organisational cohesiveness and alignment Maintain effective working relationships with the key players and stakeholders in the system, both within the organisation and externally. Communicate credibly, regularly and pro-actively. Listen and understand others perspectives, objectives and risks, and translate them into useful information. Know when to push back and how to do it appropriately. Maintain the reputation and professional face of the DHB. Project Administration Preparing project meeting agendas, papers, and minutes Maintaining conflict of interest, issues, and risk registers Managing project record keeping, including both electronic and hard copy filing Managing project change control requests and decision making Resolving escalated issues and escalation of unresolved issues Identifying and managing overall project risks Resolving conflicts in line with organisational and project values and culture Facilitate appropriately monitored and supported contracts for all health initiatives Seek necessary project sign offs from Programme Director and Sponsor Completing post implementation review and evaluation processes Completing authorised project closure processes Waitemata District Health Board -JOB DESCRIPTION - Page 3

4 KEY TASKS Statutory & Treaty of Waitangi obligations EXPECTED OUTCOMES Ensures the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi and by demonstrating a serious commitment to keeping the treaty alive. Shows sensitivity to cultural complexity in the workforce and patient population To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 Company health and safety policies are read and understood and relevant procedures applied to their own work activities Workplace hazards are identified and reported, including self management of hazards where appropriate Can identify health and safety representative for area Waitemata District Health Board -JOB DESCRIPTION - Page 4

5 Behavioural Competencies Adheres to Waitemata District Health Boards 4 Organisational Values of: Every single person matters, whether a patient / client, family member or a staff member We see our work in health as a vocation and more than a job, We are aware of the suffering of these entrusted to our care. We are driven by a desire to relieve that suffering. This philosophy drives our caring approach and means we will strive to do everything we can to relieve suffering and promote wellness. We need to be connected with our community. We need to be connected within our organisation across disciplines and teams. This is to ensure care is seamless and integrated to achieve the best possible health outcomes for our patients/clients and their families. We seek continuous improvement in everything we do. We will become the national leader in health care delivery. Behavioural Competencies Behaviour Demonstrated Communicates and Works Co-operatively Actively looks for ways to collaborate with and assist others to improve the experience of the healthcare workforce, patients & their families and the community & Iwi. Is Committed to Learning Proactively follows up development needs and learning opportunities for oneself and direct reports. Is Transparent Communicates openly and engages widely across the organisation. Enacts agreed decisions with integrity. Is Customer Focused Responds to peoples needs appropriately and with effective results Identifies opportunities for innovation and improvement Works in Partnership to Reduce Inequality in Outcomes Works in a way that: Demonstrates awareness of partnership obligations under the Treaty of Waitangi. Shows sensitivity to cultural complexity in the workforce and patient population. Ensures service provision that does not vary because of peoples personal characteristics. Improves health Work practices show a concern for the promotion of health and well-being for self and others. Prevents Harm Follows policies and guidelines designed to prevent harm. Acts to ensure the safety of themselves and others. Waitemata District Health Board -JOB DESCRIPTION - Page 5

6 VERIFICATION: Employee: Manager: Date: Review Date: Note: This job description forms part of an individual s contract of employment with WDHB and must be attached to that contract. Waitemata District Health Board -JOB DESCRIPTION - Page 6

7 PERSON SPECIFICATION POSITION TITLE: Project Manager - DNA Minimum Preferred Qualification Diploma or similar professional qualification in Health related field Tertiary qualification in a healthrelated profession or occupation with relevance to project management Project management qualification Experience Understanding of project management principles and disciplines Current knowledge and 2-3 years experience of the sector Extensive knowledge of project planning and management Current and historical knowledge of the sector and 3+ years experience of the sector Skills/Knowledge/Behaviour Highly motivated, energetic and enthusiastic Shows initiative is willing to take responsibility for own actions and decisions Is willing to be able to learn from others and accept constructive feedback and reflect ones owns actions Presents professionally and acts as a positive role model for others Displays respect and Waitemata District Health Board -JOB DESCRIPTION - Page 7

8 consideration for others displaying the organisations values Can-do attitude Competencies Developing leadership skills Excellent ability to forge new relationship and maintain existing ones Demonstrates ability to deal with Conflict management and facilitate resolution Good communication skills (verbal and presentation) Meet imposed and self-imposed deadlines Commitment to the Treaty of Waitangi Excellent report writing skills Good analytical skills Excellent presentation skills Strong computer skills High degree of problem solving skills Ability to have an inclusive approach across the sector and to facilitate new approaches to health services development Demonstrated prior leadership ability within the health sector Well developed strategic thinking Waitemata District Health Board -JOB DESCRIPTION - Page 8

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