Position Number Community Division/Region. Yellowknife

Transcription

1 IDENTIFICATION Department Position Title Health and Social Services Senior Project Manager Position Number Community Division/Region , , Yellowknife Shared Services and Innovation PURPOSE OF THE POSITION The Senior Project Manager is responsible and accountable for managing the strategic planning, monitoring and implementation of Shared Services and Innovation Division projects. This large and complex project work will affect and change the structure of health and social services delivery in the NWT and result in enhanced efficiencies for the NWT Health and Social Services (HSS) System. SCOPE Located in Headquarters, the Senior Project Manager reports to the Director of Shared Services and Innovation. The position can be assigned to and will be accountable to different DHSS/HSSA Executive(s) or Senior Manager(s) as they are assigned to support based on the respective project portfolios assigned to them. The position will constantly be working in a complex matrix management environment with DHSS and eight (8) Health and Social Services Authorities. Health and Social Services delivery in the NWT is managed by eight Health and Social Services Authorities, established under the Hospital Insurance and Health and Social Services Administration Act, and operated under the direction of Boards of Management appointed by the Minister. Management of the system involves 22 pieces of legislation, a budget of $350 million, and operation of 34 health centres and a territorial hospital. The position is part of a Shared Services and Innovation Division that is exploring options to improve efficiencies, increase capacity through collaboration, and increase risk management within a Territorial Delivery system. The purpose of the Division is to create, support, maintain or improve HSS services while addressing cost challenges, duplication of service, and other barriers to consistent service delivery. This position will develop plans for and oversee implementation of a territorial Shared Services and Innovation projects in the Department and eight Health and Social Services Authorities. These projects include, but are and not limited to complex departmental and January 18, 2016 GNWT Job Description , , Page 1 of 8

2 ministerial priority projects such as Medical Travel reform, Territorial Support Network (Med-Response), IT/IS Shared Services, pharmaceutical strategy but can also encompass complex multi-jurisdictional shared services projects prioritized by departmental and ministerial priorities (e.g., shared services initiatives in administration, financial management, planning and strategic management, risk management procurement, infrastructure, quality assurance and patient safety, infection control, clinical supports, official language services, laboratory, diagnostic imaging, legal services where not provided by GNWT, laundry and security and other operational system reforms). The position will work closely with all Departmental Senior Managers and the Chief Executive Officers and Senior Managers of the eight (8) Health and Social Service Authorities. The development and implementation of shared services and system innovations are critical to supporting and facilitating other system wide initiatives in the NWT Health and Social Services System, including but not limited to governance reform, Integrated Service Delivery Model (Primary Care) reform, Air Ambulance Services, etc.. The Senior Project Manager plays a critical role in keeping the Division s projects on track, managing contracts and sub-projects and ensuring a coordinated and consistent approach to all activities. The potential areas for inclusion in Shared Services and Innovation projects cover a wide range of services that will impact a significant number of staff in all eight (8) HSS Authorities as well as the Department. Successful implementation of the complex plans cannot be realized without highly effective coordination and planning, with specific attention required to change management. The Senior Project Manager is responsible for complex and system wide projects which are clearly defined as core objectives within the Ministerial Mandate Letters and/or the departmental strategic plan (e.g., Medical Travel Modernization, Territorial Support Network, and Pharmaceutical Strategy). The Senior Project Manager will be directly responsible for ensuring the development and success of these departmental strategic objectives. Shared Services and Innovation projects are unique territorial services and initiatives and are often unique nationally. Any changes, plans or analysis will require a high degree of system understanding with often limited to no known information, precedence or theory to guide decision making. The senior project manager is accountable to develop and provide solution(s) as part of a governance structure which consists of Deputy Minister(s), Assistant Deputy Minister(s) and HSSA executive(s) as appropriate. Once defined solution(s) are approved, the senior project manager is responsible to work with the appropriate DHSS and HSSA Director(s) responsible and their team(s) to guide and review the required solutions implementation. The Senior Project Manager applies project management methodology including, but not limited to: project planning, risk management and contingency planning, communication, January 18, 2016 GNWT Job Description , , Page 2 of 8

3 monitoring and project and program evaluation techniques to ensure that implementation of shared services and innovation projects for the NWT Health and Social Services System is done efficiently and effectively and the outcomes meet all project requirements. RESPONSIBILITIES 1. Manages the development of the shared services and innovation project implementation plan(s) for the NWT Health and Social Services System Works with partners across the H&SS system to identify current processes and challenges. Develops options for shared services and innovation projects that address administrative efficiency as well as current barriers, bottlenecks and cost-drivers. Researches best practices and benchmark projects using those best practices Where no precedence, best practice or benchmark exists uses expertise to develop these to advance the project. Identifies and documents positions and duties impacted by implementation. Develops implementation plan(s) for review and approval by HSS Senior Management. Provide strategic advice to the Director and HSS Senior Management on the implementation plan(s). 2. Manages and oversees the shared services and innovation projects to ensure that all work and activities are consistent with approved objectives, plans and budgets and that the project is fully implemented within the required time frames. Develops shared services and innovation implementation plan(s) and schedule(s) in consultation with Senior Management. Oversee the work progress of each area of the plan for and manages the work schedule. Contributes to the development of a communication strategy and ensures it is successfully implemented. Manages shared services and innovation implementation Tracking System. Manages shared services and innovation implementation Project Plan. Ensures that all Departmental and Inter Departmental activities are accurately tracked and reported on. 3. Manages all activities required to implement the organizational structure to govern, manage and administer shared services and innovation projects on an ongoing basis. Develop organizational structure options. Prepare Job Descriptions. Prepare organizational policies. January 18, 2016 GNWT Job Description , , Page 3 of 8

4 4. Manages direct reporting and assigned staff for the effective completion projects. Staff can include but is not limited to Business Systems Analysts, Project Officers, Project Managers, students and interns. 5. Develop, Implements and Manages project metrics and ensures, when appropriate, evaluation frameworks are developed, to track and monitor shared services and innovation projects. Ensures project metrics and reporting mechanisms are in place for the day to day and overall management of shared service and innovation projects to allow the reporting of project status to Senior Leadership. Works with assigned Corporate Planning and Evaluation division expert staff to ensure that new programs or program changes have departmental approved evaluation frameworks developed to monitor and assesses the success of innovative changes and to allow the reporting of program improvements to Senior Leadership. 6. Provides expert advice and support to shared services and innovation proposals, activities and initiatives for Shared Services and Innovation division. Provides expert advice for the consideration of the Director, Shared Services and Innovation, Assistant Deputy Minister, and Deputy Minister on the design, delivery and evaluation of HSS reform initiatives. Works with experts engaged to develop clear, specific recommendations for due diligence related to collaborative services across the health and social services system based on current best practice in other jurisdictions. Maintains a working understand of all system innovation projects and be able to stand in for other Senior Project Managers during times of their absence or during times of vacancies. Investigates and/or addresses issues and develops correspondence, briefing notes, submissions and position papers. 7. In collaboration with Senior Project Managers for other HSS Reform Initiatives identifies and assesses risks and potential impacts on the shared services and innovation project(s) implementation process (i.e. organizational design and policy creation), and provides contingency plans to address variable situations as they arise. Provides expert strategic advice and recommendations to HSS Senior Management. On an on-going basis, identifies risks that may challenge implementation success, and develop risk mitigation strategies. 8. Administers and manages required shared services and innovation project contracts and sub-projects. Administers and manages shared services and innovation project(s) related contracts and sub-projects, including contracts with major organizations, consultants and contractors, as well as individual service contracts as required. January 18, 2016 GNWT Job Description , , Page 4 of 8

5 9. Prepare Financial Management Board and/or Executive Council submissions as required for the Implementation of Shared Services and Innovation programs/projects/initiatives. 10. Responsible for financial management of project resources. Prepares cost estimates for project budgets, and allocates resources to objectives and activities. Monitors project delivery to ensure budgets, schedules, and project briefs are followed. Monitors project expenditures to proactively advise the Director of potential for cost savings or reallocation. Develops reports explaining variances with the established budgets, resources, and schedules. Develops tendering documents, requests for proposals and contracts. Ensures GNWT financial management procedures are followed. Evaluates contractor performance. 11. Works with the Director with regular project reporting to the Assistant Deputy Minister, Deputy Minister, and Minister, as well as the Joint Senior Management Committee (HSS Authority CEOs and Department Senior Managers). 12. Works with the managers and leadership in other government jurisdictions and non-governmental entities where Shared Services and Innovation projects interface or are assigned (e.g., Federal Provincial Territorial working groups, Nunavut Health and Social Services, Alberta Health and/or Alberta Health Services). KNOWLEDGE, SKILLS AND ABILITIES Progressive project management or managerial experience in public service environment. o Note: Progressive project management or managerial experience will start when individual is at a level beyond an entry level position (i.e., at a supervisory or lead type role) or when the individual is in a full time project management role. Demonstrated skills leading all phases of large and complex projects across a matrix environment or managing large and complex operational areas. o Note: Large and complex projects or management areas would be considered projects or operational areas that are multi-jurisdictional/authority projects or complex territorial/provincial mandated service areas where change can be demonstrated to have been implemented. o Knowledge skills and abilities listed below are associated with the management of large and complex projects. Demonstrated knowledge of project management standards, techniques and methodologies. Includes: o Demonstrated ability to concurrently lead or co-ordinate multiple diverse January 18, 2016 GNWT Job Description , , Page 5 of 8

6 projects. o Demonstrated skills in developing project charters and creating and managing integrated project plans. o Demonstrated abilities with project management tools. o Demonstrated resource management skills for the successful delivery of projects. Extensive interpersonal, negotiation, collaboration and communication skills. o Demonstrated ability in developing, managing and leading effective project teams. o Demonstrated skills with creating and supporting steering committees and creating and maintaining multiple working groups. o Demonstrated skills in building relationships within departments and between departments. o Demonstrated ability to manage conflict. o Effective human relations and motivational skills to deal with day-to-day staff issues as well as the interests of stakeholders within and outside the department. o Demonstrated abilities in developing project communication plans and material for internal and external stakeholders. o Excellent writing and presentation skills. Demonstrated financial management skills, including project cost tracking and variance reporting. Demonstrated skills in risk, issues and stakeholder management. Demonstrated skills and abilities in the application of change management. Excellent strategic thinking skills. Excellent problem solving skills. Good research skills. Demonstrated ability to work under pressure with compressed deadlines and multiple deliverables. TYPICALLY, THE ABOVE QUALIFICATIONS WOULD BE ATTAINED BY: A graduate degree in an administration, business, leadership, science or engineering field, plus A minimum of six (6) years of progressive project management or management experience. Which includes as part of the six years a minimum of: o Two (2) years of project management or managerial experience in the Canadian health and social services system, plus o Two (2) years of leading the management of large and complex enterprise projects. Certification in a nationally or internationally-recognized project management methodology (such as PMP or PRINCE2 Practitioner) is desirable. Other combinations of post-secondary education, project management certification, GNWT/Northern senior project management, and/or related public service management experience will be considered. o Combinations of experience and education of 12 years or greater will be required based on the types of equivalent experience or education. January 18, 2016 GNWT Job Description , , Page 6 of 8

7 WORKING CONDITIONS Physical Demands No unusual demands. Environmental Conditions No unusual demands. Sensory Demands No unusual demands. Mental Demands Competing demands around deadlines can lead to some degree of mental stress. The incumbent deals with senior staff and staff in various authorities and divisions who may have divergent perspectives and demands. Interest based resolutions I answers are required. A high level of concentration and attention is essential. Work must be of the utmost level of accuracy. The scope of work can involve politically sensitive issues and tight deadlines with a high degree of intensity. Decisions often have long range impacts on the health and social service system. These conditions can lead to mental and emotional fatigue and stress. EXCLUSION/INCLUSION Section A This job should be included in the bargaining unit This job should be excluded from the bargaining unit (complete section B) Section B Rationale for exclusion from the bargaining unit Exclusion from the bargaining unit must meet the conditions outlined in section 306 of the GNWT s Human Resources Manual (HRM). Refer to Section 306 of the GNWT s HRM and outline the reason for the exclusion request below Comments: ADDITIONAL REQUIREMENTS Position Security (check one) No criminal records check required. Position of Trust criminal records check required. Highly sensitive position requires verification of identity and a criminal records check January 18, 2016 GNWT Job Description , , Page 7 of 8

8 CERTIFICATION Position Number: , , Title: Senior Project Manager Employee Signature Printed Name Date I certify that I have read and understand the responsibilities assigned to this position. Supervisor Title Supervisor Signature Date I certify that this job description is an accurate description of the responsibilities assigned to the position. Deputy Head Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. The above statements are intended to describe the general nature and level of work being performed by the incumbents of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. January 18, 2016 GNWT Job Description , , Page 8 of 8