for Policy and Education Division Nursing Program Manager Incumbent: Date Developed: 1 July 2014 Date last updated: 4 January 2016 Position vacant Grade 5, L12, Inc 1 $79,213 to Grade 5, L13, Inc 1 $87,250 Employment Terms: Role Overview: Reporting Relationships: Organisational Context: Supervisory Responsibilities: Required Qualifications: Full time (37.50 hours per week), based in Sydney, 12 month contract. Subject to probationary period of 6 months and satisfactory performance. The Policy And Education Division Nursing Program Manager manages all components of the Relevant State And Commonwealth Programs within the Policy and Education Division related to Nursing. Key activities and areas of work include management of state relationships, high level policy input, management of deliverables within content and profession-specific areas, maintenance of budgets, supervision of relevant staff, reporting and grant development. Division Manager, Policy And Education Division The Policy And Education Program Manager: - Meets regularly with their Division Manager and other managers in their program area to ensure that activities are in-line with strategic goals. - Is expected to have a sound understanding of the content areas for which they are responsible. - Supervises a number of staff members directly and is responsible for applying ASHM s Performance - Management policies and procedures effectively with those staff members. The Policy And Education Program Manager directly supervises the Nursing Project Officer and may play a supervisory role with other Policy and Education staff where there is inclusion of nursing activities within their scope. All staff members are entitled to have regular professional supervision and performance reviews. Supervisors are responsible for implementing performance management procedures with their staff and staff members are responsible for fully committing to and participating in the procedures. Registered Nurse, currently registered with AHPRA. Tertiary qualification in nursing, health, fields allied to health, education or business management, enrolment in same or equivalent experience. Page 1 of 9
Membership or accreditation of a recognised professional body or training to obtain same. Required Work Experience: Essential: Solid experience in the successful management of projects, budgets and financial reporting. In-depth knowledge and understanding of State and Commonwealth processes and policies around Nursing, HIV, Viral Hepatitis and STIs and Aboriginal and Torres Strait Islander Health. Experience in managing the development and delivery of education programs for people working in a professional service area, with a solid understanding of adult learning principles. Ability to establish and maintain stakeholder relationships at an operational and strategic level. Excellent interpersonal skills, with the capacity and preparedness to work as an effective team member in a high pressure, high volume work environment. Experience in managing a team working across multiple projects, including performance management and professional development. Experience in reporting on contracts to funding providers. Understanding of government funding processes, monitoring and evaluation and outcomes-based management. Well-developed written communication skills with the ability to write, proof and edit a range of materials including high level policy documents, grant applications, funder reports, correspondence with stakeholders, training materials, web content, policies and procedures. Desirable: Clinical or program experience in viral hepatitis and/or integrating primary and tertiary models of care. Management experience in the not-for-profit sector, Government and/or Non-Government Organisations. Knowledge and understanding of the principles of elearning. Understanding of and commitment to the principles of EEO, WHS, cultural diversity and ethical practice. Desire to work in a fair, equitable and non-judgemental environment particularly with people infected/affected by HIV, viral hepatitis and related diseases. Page 2 of 9
Position Summary The Position Summary provides a high level snapshot of the key results areas (KRAs) and attributes for this role, against which performance will be measured. This should be used by the staff member on an ongoing basis as a quick reference to determine how he or she is performing in the role. Key results areas 1. Develop and manage work plans and budgets 2. Manage all projects and activities related to the program 3. Report on contracts to funding providers 4. Manage stakeholders/relationships 5. Contribute to funding and business development 6. Supervise and manage staff. 7. Maintain high level understanding of Division area and current matters and practices in the program area 8. Compliance 9. Special projects Attributes 1. Attention to detail 2. Analytical capacity 3. Communication 4. Initiative 5. Organisation and planning 6. Results orientation 7. Interpersonal skills. 8. Negotiation skills 9. Leadership 10. Professional and presentation skills Page 3 of 9
Key Results Areas Key results areas (KRAs) describe the key outcomes that are to be achieved in this role and a performance standard against which the position holder will be assessed. Key performance indicators (KPIs) should be set and reviewed regularly in accordance with ASHM s Performance Management policies and procedures. 1. Develop and manage work plans and budgets Work with the Division Manager to actively contribute towards the development of an overall Division work plan and budget. Work with and involve Division staff to develop individual project work plans and budgets that fit into and complement the overall Division work plan and budget. Communicate individual project work plans to Division staff and seek their engagement in implementation. Monitor progress of implementation of individual project work plans and budgets and provide regular reports to the Division Manager, retaining an awareness of progress against the overall Division work plan and budget. Contribute towards the development of the ASHM Strategic Plan as required. A positive contribution is made to the development of the overall Division work plan and budget and views are respected by the Division Manager and other Program Manager(s). All relevant staff are involved in the development of individual project work plans and budgets, which reflect the goals and objectives of the overall Division work plan, comply with all requirements of the project and gain Division Manager approval. Staff members are informed of individual project work plans and aware of how their work fits into them. Implementation of the individual project work plans is monitored and any problems are brought to the attention of the Division Manager and effectively dealt with. An awareness of the overall Division work plan is retained and relevant contributions are made towards the development of the ASHM Strategic Plan when requested. 2. Manage all projects and activities related to the program Assign responsibilities from work plans within teams, overseeing tasks assigned to staff members and their implementation of budgets. Ensure that all project and activity deadlines are met, both internal and external. Liaise with clinical advisors and other contacts as necessary to ensure that program content is relevant and current. Attend program management meetings and provide accurate and relevant updates. Conduct program team meetings on a regular basis and manage outcomes. Evaluate methods and seek input from staff in relation to opportunities for continuous improvement. Responsibilities are assigned at the appropriate skill levels of team members and staff members are supported in their implementation of tasks. Project and activity deadlines are met, with any potential delay being recognised early and managed to eliminate/minimise any negative impact on the project. Relevant stakeholders are involved in the development of program content. Products and services are valued by the target audience and well received/attended. Valuable input is given in program management meetings and program team meetings are conducted regularly and efficiently. Opportunities for continuous improvement are recognised, evaluated and implemented as appropriate to the needs of the program. 3. Report on contracts to funding providers. Be aware of reporting requirements for each contract. Page 4 of 9
Seek input from relevant team members to gather required information. Collate information and prepare reports as required for each contract and deliver to relevant funding provider(s). Reports are produced, containing accurate, relevant and up-to-date information. Reports are approved and well accepted by the Division Manager. Reports are delivered to the relevant funding provider(s) on time as required by the contract. Funding providers are satisfied with the quality of the reports. 4. Manage stakeholders/relationships. Develop and maintain effective relationships with key stakeholders, advisory committees and other bodies in the HIV, viral hepatitis and sexual health sector. Contribute to committees on issues relevant to the program. Contribute to the initiation of MOUs and other formal partnership agreements between key stakeholders. Attend functions and events and respond to phone calls and emails. Promote ASHM policies throughout communications with stakeholders. Stakeholders are willing to communicate with the Program Manager on a regular basis. Program related content can be discussed at a professional and knowledgeable level. Functions and events are attended and communications from stakeholders are responded to in a timely, appropriate and professional manner. Any issues with key stakeholders are reported to the Division Manager immediately. 5. Contribute to funding and business development. Seek ongoing funding opportunities and business development possibilities in line with ASHM s Strategic Plan, bringing them to the attention of the Division Manager. Contribute to the preparation of funding proposals. Participate in the negotiation of funding agreements related to the program. Understand and comply with ASHM Partnership Program (APP) guidelines when participating in the negotiation of agreements with private organisations. Report on the progress of proposals and agreements to the Division Manager as required. Initiative and interest in finding new funding opportunities is demonstrated and relevant funding opportunities are brought to the attention of Division Manager. Relevant and accurate information regarding program costs and the capacity of the team is provided during the development of proposals and at the negotiation stage. An understanding of APP guidelines is demonstrated. Reports are accurate, relevant and provided when required. 6. Supervise and manage staff. With support and guidance from your Supervisor: Guide new staff through their induction and probationary period, providing supervision on a weekly basis, completing all probationary period performance reviews on time and providing all appropriate paperwork to HR for filing. Hold supervision sessions with staff who have completed their probationary period on a weekly or fortnightly basis, depending on their needs. Ensure that staff have the necessary skills to carry out their duties. Develop training plans to enhance skill levels and to close any skill gaps. Complete all staff performance reviews on time and according to ASHM processes, providing all appropriate paperwork to HR for filing. Ensure that staff members each have a current and appropriate position description for their role. Page 5 of 9
Review position descriptions as necessary for recruitment purposes and for any changes to existing roles. Review and sign off on staff timesheets on time each fortnight. Supervise and provide guidance to junior staff in their performance of tasks. Conduct regular staff meetings to ensure that staff are up to date with progress of projects and other key developments. Attend all supervision sessions and performance reviews with your Supervisor, providing relevant feedback and raising any issues as soon as possible. The team achieves performance targets. Supervision sessions, feedback and discussion happen regularly. ASHM Procedures are followed and all performance and probationary reviews are conducted on time with the associated paper work placed in personnel files. Appropriate training is provided as required. Position descriptions are kept current. Staff timesheets are signed off on time each fortnight, with no delay to payroll processes. ASHM Procedures are followed and all performance and probationary reviews are conducted on time with the associated paper work placed in personnel files. Any major issues with the management of staff are brought to the attention of the Division Manager. Staff are able to approach the Program Manager for guidance and support as required. The Division Manager and CEO can rely on the Program Manager to provide updates on staff matters as required. All supervision sessions with your Supervisor are attended and all issues are raised and discussed. 7. Maintain high level understanding of Division area and current matters and practices in the program area. Maintain a thorough knowledge of the Division structure, functions and processes. Work with staff to consider and develop recommendations towards the improvement of processes in the Division. Take time on a regular basis to read sector publications, journals and other materials relevant to the program area. Engage with professional and sector groups and networks as appropriate to the program area. Share relevant updates with management and team members. A thorough understanding of the Division structure, functions and processes is displayed when sharing information with team members and communicating with stakeholders. Processes are assessed and opportunities for continuous improvements are recognised and implemented with the team. Relevant knowledge is applied to program development. Proactivity is displayed in engagement with appropriate groups and networks. 8. Compliance. Understand and maintain a good knowledge of ASHM s structure, functions, policies, procedures and codes of conduct. Comply with ASHM s policies, procedures and codes of conduct, including WHS, EEO and ACFID. Encourage staff to fulfil their compliance obligations and provide support to them in doing so. All work performed is done so in a manner that complies with ASHM s policies, procedures and codes of conduct. Any breaches witnessed are reported as per relevant procedures. Team members understand their compliance obligations. 9. Special projects. Carry out special projects as allocated and required by the team. Carry out research and analysis that may be required for the program area. Work with various stakeholders to achieve the aims of the program. Page 6 of 9
Allocated projects are completed accurately and by deadline. Appropriate research is carried out and used effectively to benefit the program area. Recognition from stakeholders is achieved. Attributes Attributes describe the key qualities that are considered to be most important in carrying out this role and achieving the KRAs. Key performance indicators (KPIs) should be set and reviewed regularly in accordance with ASHM s Performance Management policies and procedures. 1. Attention to detail Demonstrates a concern for accuracy at every stage and in every aspect of a task. Is able to attend to all requirements of a task and implement processes for quality control. Always seeks to provide a finished product and takes pride in output. Analyses issues from different viewpoints, to identify hidden problems. Reads documents and written communications thoroughly. Follows both verbal and written instructions accurately. Has an eye for detail and presents all documents and other outputs in a professional manner, free from error. Takes into consideration all points in source documents in final production. 2. Analytical capacity Learns new skills and ideas quickly and assimilates complex information, applying knowledge gained to a new setting. Quickly defines complex and ambiguous problems, pinpoints key issues and develops workable solutions. Across multi-dimensional areas, assesses complex information, quickly perceives implications and makes sound strategic judgements. Demonstrates examples of going beyond position expectations and standards. Always takes action to get the job done. Presents suggestions for improvements and problem-solving. 3. Communication Written Communication Communicates ideas on complex and sensitive issues clearly in writing, selecting language, tone and format to suit target recipients. Verbal Communication Speaks in a clear, succinct manner and tailors language to suit target audience. Conflict Resolution Defuses and resolves conflict in a range of situations, where tact and diplomacy are required. Is articulate in both the written and verbal word. Is able to listen and impart ideas and information to others in a highly professional and pleasant manner to ensure all meanings are clearly understood. 4. Initiative Is able to work well unguided when consultation is not available or is impractical. Demonstrates the ability to think outside the square and make suggestions. Page 7 of 9
Actively participates in meetings. Plans out and executes worthwhile tasks with little or no guidance. Asks well thought out and relevant questions. Makes meaningful contributions and suggestions at meetings and during dayto-day conversations. 5. Organisation and planning Is able to prioritise and schedule tasks and/or people efficiently and effectively. Develops realistic action plans while being sensitive to time constraints and resource availability. Plans and manages multiple jobs at once. Prioritises tasks effectively, performing consistently within time constraints and focusing on ensuring the timely completion of work to deadlines. Organises resources in such a way as to maximise their value. Applies planning principles to ensure necessary measures are taken to meet deadlines and targets, reacting to and incorporating changes that may occur throughout the course of a task or project. 6. Results orientation Demonstrates initiative and is proactive, seeking responsibility beyond the job requirements, identifying opportunities, anticipating problems and taking action. Demonstrates tenacity, persevering with responsibilities even if encountering significant resistance or hardship. Is clearly capable of driving activities towards producing the desired result within the prescribed timeframe. Is able to see the big picture. 7. Interpersonal skills Is able to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport. Interacts confidently and courteously with people at all levels. Demonstrates the ability to work with other people towards a common goal. Establishes effective collaborative relationships. Makes contact easily with people on different levels, does best to make others feel at ease, makes an effort to establish new relationships, and understands the personal values of others. Is capable of working effectively within a team, demonstrating flexibility to accommodate the needs of the team. Handles disputes or conflicts in a skilful way and gives others the opportunity to ask questions and reinforce the group feeling. 8. Negotiation skills Utilises multiple techniques to bring about a desired result for both parties of an interaction. Achieves agreement in ways that enable achievement of common goals and retention of goodwill. Creates win/ win scenarios. Demonstrates a sound ability to identify individual needs and in the majority of cases generates a result that is mutually agreeable to both parties. 9. Leadership Is able to influence the actions and opinions of others in a desired direction. Exhibits judgement in leading others to worthwhile direction. Page 8 of 9
Influences the actions and opinions of others in a desired direction. Exhibits appropriate judgement in leading others to worthwhile direction. 10. Professional and presentation skills. Overall manner, personal presentation and attire reflect professionalism and are appropriate for each situation. Always presents to an appropriate standard. Communications, behaviour and level of work are professional at all times. VERIFICATION This section verifies that the position holder and supervisor have read the position description and are satisfied that it accurately describes the position. Position holder Signature Date Supervisor Signature Date Page 9 of 9