Project Manager Facilities and Development

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1 Date: January 2015 POSITION DESCRIPTION Job Title : Project Manager Department :, Waitemata DHB & & Facilities Management, Auckland DHB Location : Primarily based at either Auckland City Hospital campus or North Shore Hospital campus and other WDHB / ADHB facilities as determined from time to time. Reporting To : Senior Project Manager,, Auckland DHB and Waitemata DHB Direct Reports : Nil Functional Relationships with : Internal All Waitemata / Auckland DHB teams Project Steering Groups WDHB Managers and teams ADHB Facilities Management team External Patients & Visitors Local Authorities and Compliance Agencies Specialist Professional Consultants Building Contractors and sub-contractors Project Control Group Purpose : To take the internal service user specific functional brief and to develop a project facility design brief and plan, execute, and complete a number of capital facility projects simultaneously according to the approved timeline, quality requirements, and below the approved budgets. Manage resources and coordinate the efforts of the capital facility project team members and external consultants and contractors to deliver projects according to programme, designed and approved plans and below the approved budget. Define each objective and oversee quality control throughout each capital project life cycle using best practice health care facility design. As a member of the Management team, the Project Manager will contribute toward group strategic planning, business proposals and capital project development as required by the GM F&D Waitemata and Auckland District Health Board - JOB DESCRIPTION - Project Manager Facilities Page 1 of 6

2 KEY TASKS & ACCOUNTABILITIES Project Management RESPONSIBILITIES Project Scoping & Design Have knowledge of DHB standard requirements Meet with users to confirm brief Participate in user group meetings for the coordination of end to end project processes Identify project stakeholders to ensure their requirements are included within the design based upon best practice health guidelines. Documenting Prepare documents suitable for pricing by external contractors. Either directly of ultiising the services of external architects and consulting engineers Tendering Lead and/or oversee and implement the procurement process. Obtain pricing for projects in accordance with DHB guidelines CAPEX / Business Case Documentation Preparation of DHB CAPEX & Business Case documents for project funding approval Contract document preparation In conjunction with DHB legal department prepare contract documents Building Consents Obtain all necessary approvals, permissions etc. required for the project to proceed Project Management Lead and coordinate multi-disciplinary project teams in the progressive design, procurement and delivery of end to end capital facility projects to a defined program Oversee the buildability of the capital project and undertaking value engineering and peer review processes relating to capital facility project on behalf of Waitemata & Auckland DHB and Ministry of Health. Notify staff working in areas directly or indirectly affected by the project works Obtain Infection Control and Prevention Permits where required Interface with the construction teams to ensure clinical operations are maintained at all times in a safe environment. Manage noisy activities Issue completion notifications Implement strategic policies and processes within overall project team. Waitemata and Auckland District Health Board - JOB DESCRIPTION - Project Manager Facilities Page 2 of 6

3 Health & Safety Ensure all DHB and legal / regulatory Health & Safety requirements are met Ensure site access is managed in a safe and effective manner Ensure that health and safety, and compliance issues are addressed at every phase of the project to ensure time and cost are not at risk during the period of every capital facility project. Programme Oversee the implementation process and ensure milestones are achieved including actively participating in the operational commissioning of the capital. Ensure project timelines are achieved Scope Change Ensure that the impact of scope change is fully investigated with regard to cost and programme and assessed and if approved, introduced and undertaken in a controlled manner Risk & Issue Management Identify and address emerging issues and disputes to senior management with internal user groups, external contractors and consultants, as it may impact on project milestones as necessary. Project Administration Ensure communication and contract instructions are issued to the project contractor in a timely manner Review contractor submissions e.g samples, drawings etc Attend meetings with users, contractors, regulatory bodies etc. Maintain regular and effective communication with internal service users and all members of the team, along with external agencies or consultants as required Project Financials Ensure project is delivered on budget Ensure that the cost implications of the ongoing design are fully assessed. Maintain full awareness of the project scope, approved capital budget and timeline (program), capital project facility risks and liaise with the Group Manager F&D in a timely Waitemata and Auckland District Health Board - JOB DESCRIPTION - Project Manager Facilities Page 3 of 6

4 manner. Reporting Report monthly on progress or as requested, to users, stakeholders and the Board using approved templates outlining the status of the design, procurement, budget and timeline (program) of the capital project to assist with decisions and approvals. Regularly review the status of the design, budget and timeline (program), to ensure written and verbal reporting is accurate including keeping up to date records in the project database. Additional Duties Any other additional duties that may relate to the position are completed as instructed by GM, Auckland & Waitemata DHB To recognise Individual Responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992 KEY SKILLS Key Outputs & Performance Indicators Customer Satisfaction Cost Management Contract Management Consultant/Contractor Management Project Management That you have read and understood the WDHB & ADHB H&S policies & relevant procedures and apply these to work activities. Identify, report and self manage hazards where appropriate Identify Health & Safety reps in your work area Good understanding of commercial, contractual and financial capital project drivers Knowledge of engineering design, procurement and installation, commissioning management as well as commercial contracting Appreciation of licensing and compliance issues within a regulated environment Manage customer/user expectations and satisfaction through clear policy, process and communication % score from 360 feedback survey Demonstrate via financial measures the effective utilisation of each approved capital project budget. Manage and deliver the capital project budget ensuring final costs are below the approved budget and within delegated procurement limits Demonstrate via performance measures the effective management of consultant/contractor contracts Contract performance KPIs Demonstrate via performance and financial measures the best practice for management of consultant and procurement practices Trend for best practice selection, engagement, and management of contracts relating to the successful delivery of capital facility projects Manage, deliver and handover facility capital projects on programme and below budget to the service user Waitemata and Auckland District Health Board - JOB DESCRIPTION - Project Manager Facilities Page 4 of 6

5 Personal Attributes / Competency Profile Leadership Customer Focus Team work Communications Technical Skills Consultant/Contractor Management Financial Mangement and Facilities Maintenance team Deliver project outcomes within agreed time, to approved quality and below budgeted parameters including final costs Self motivated individual with people management skills having the ability to oversee, negotiate, be assertive, coach, instruct and facilitate. Ability to critically analyse the customer/user s needs and recommend a solution that is economically fit for purpose. Engage and work alongside team, clinical users, external consultants and contractors and the ADHB Facilities Management team for the benefit of our community Ability to present (verbal & written) opportunities and gain agreement from all levels of the organisation. Well versed and practical understanding through industry experience in modern project management techniques within complex, multi-functional organisations. Can interpret specialist technical advice. Experienced in managing external consultants/contractors on time, quality and cost. Set, interpret, and manage cost codes for all stages of the end to end project management of various capital facility projects for Waitemata DHB VERIFICATION: Employee: Department Head: Date: Waitemata and Auckland District Health Board - JOB DESCRIPTION - Project Manager Facilities Page 5 of 6

6 PERSON SPECIFICATION POSITION TITLE: PROJECT MANAGER Qualification Experience Personal Attributes Minimum Relevant construction/building tertiary qualification Proven experience as a project manager within a dynamic and diverse environment, preferably with healthcare facility experience. Relates well to people across organisations Actively participates within a team environment Excellent communication skills both verbal and written Political understanding of the health sector in general Good understanding of commercial, contractual and financial project drivers Computer literacy to an advanced user level including Microsoft Project, Excel, Word, Access and Outlook. Advance written and verbal communication skills, including completing project briefs and reports Preferred Construction or Property Undergraduate qualification Knowledge of engineering design, procurement, construction and installation/commissioning management with a minimum 10 years Project Management experience Builds relationships and engenders trust Able to lead a diverse range of people Health sector experience Contracts management Microsoft Office suite 2010 Business Writing Waitemata and Auckland District Health Board - JOB DESCRIPTION - Project Manager Facilities Page 6 of 6

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