Programme Management Office Manager

Transcription

1 Programme Management Office Manager Directorate: Finance Department: Finance Band: Band 7 Responsible To: Head of PMO Accountable To: Director of Finance Responsible For: None Job Summary Job Purpose The main purpose of the job is to: Assist in the maintenance and development of the Trust s Quality Improvement Prevention and Productivity (QIPP) programme both in terms of current year s monitoring and future year s development. Assist in the smooth running of the Trust s Programme Management Office in conjunction with the Head of PMO and PMO Support Office The post holder will deputise for the Head of Programme Management Office. Liaises With: Other sections of the Finance Department, Budget Holders, Directorate Management Teams, Clinicians, Directors, Human Resources, Information Services, PCTs, other NHS bodies and other relevant external organisations Main Duties and Responsibilities 1 With the Head of PMO manage the agenda of the QIPP Steering Group (QSG) and ensure this meets the requirements of delivering the Trust s QIPP programme which holds significant importance in ensuring the Trust s future as a successful and sustainable organisation; 2 Development and maintenance of PMO templates; reporting tools and excel based tracker/information system and make changes to these where they are deemed no longer suitable for PMO assurance and monitoring purposes. 3 Propose policy and/or service change for areas outside PMO and on occasions support implementation 4 Collate the assurance reports for programme boards and reports to Trust Board, Finance and Performance Committee, QIPP Steering Group and Executive Management Board; 5 Ensure there is a robust process for the consideration and approval of schemes of a clinical nature as necessary by Clinical Cabinet including a process for oversight of delivery to determine impacts on clinical outcomes and quality. 6 Production of summarised risk adjusted CQUIN and KPI reports as part of its monthly/weekly production of reports to the above committees;

2 7 Ensure weekly agency/bank agency usage reports are produced for QSG by finance staff; 8 Advise and agree with project managers dashboards for measuring service and project/programme performance 9 Research, extract and analyse performance or activity data in support of programme managers and Service Transformation Team in developing key performance metrics for measuring delivery 10 Review and challenge all project initiation documents (PIDs) and to ensure avoidance of duplication in regard to performance metrics and financial savings; 11 Through operational project leads and management accountants, and in conjunction with the PMO Support Officer, track and report on delivery of project plans, realisation of benefits and risk and issue management; 12 Escalation of issues to programme board where slippage against project plan is impacting on project delivery or on the delivery of inter-dependent projects, including the subsequent identification and monitoring of remedial action plans; 13 Coordination of post project evaluations and lessons learnt; 14 Maintenance and management of the potential ideas tracker; 15 Coordination with the FMs on the financial delivery of projects and the overall financial delivery of the QIPP. This will include providing assurance to the QSG that, through detailed analysis, the schemes being proposed will be able to deliver the stated financial and service benefits. 16 Closely scrutinise and challenge financial forecasts and assumptions made in regard to the delivery of QIPP savings. Personal and Leadership 1. To develop a sound understanding of the operating environment in which the Trust work, and using this well-rounded business knowledge, contribute to the discussions / decisionmaking processes within the Directorate. 2. To help select, manage, motivate and train the Programme Management Support Officer, enabling them to reach their full potential in the achievement of goals and objectives. This includes responsibility for undertaking Personal Development reviews / appraisals for staff. 3. To persuade others at all levels, including Executive Directors and Clinicians of a particular course of action or viewpoint whilst respecting their point of view. 4. To build and maintain effective and collaborative working relationships throughout the Trust and with external partners and stakeholders. 5. To set and negotiate priorities for themselves and others. 6. To demonstrate a commitment to Continuing Professional Development. 7. To assist in the development of a clear system of decision making within the Department.

3 8. To establish and maintain processes for effective communication with staff and across multidisciplinary teams. 9. The postholder will be a Lead Specialist and will have significant discretion to work within defined parameters to provide assurance to the Head of PMO and Director of Finance that major corporate transformational schemes will deliver savings. This will require an high level of understanding of performance, financial and activity data and be able to analyse these in a robust and accurate way. To do this the post-holder will need to work independently and will require a significant level of skill and experience to perform as required and not be reliant on historical ways of doing this due to the nature of transformation. Other Duties General 1. To support the development of quality management systems and to help promote initiatives which improve the quality of services. 2. To assist on departmental projects, some of which may impact Trust wide. 3. To represent or deputise for the Head of PMO on an ad hoc basis, ensuring that a Trust wide view is adopted. Any other ad-hoc duties required by the Head of PMO or Deputy Director of Finance 1. To work in accordance with the Trust s Here for You standards to consistently demonstrate the behaviours required to fulfil the promises we have made to the people of Croydon. These promises, developed with our patients, carers and staff help us deliver the pledges in the NHS Constitution and our own corporate objectives. The postholder is required to carry out his/her role in accordance with the organisation here for you promises, standards and behaviours, ensuring that colleagues and the people we serve feel cared for, feel in safe hands, feel confident in their treatment, feel we value their time, and feel that our service continues to improve all the time 2. To ensure that Croydon Healthcare Services Trust s policies and procedures are adhered to. 3. To have responsibility for the Health, Safety and Welfare of self and others and to comply at all times with the requirements of the Health and Safety Regulations and the Trust s Health and Safety policies and procedures. 4. To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments. 5. To work in accordance with the Trust s policies to eliminate unlawful discrimination and promote equality and diversity in the workplace. To positively promote at all times equality of opportunity in service delivery and employment in accordance with Trust policies, regardless of age, disability, race, nationality, ethnic or national origin, gender, religion, belief, sexual orientation or domestic circumstances.

4 6. To adhere to the Trust Infection Control Policy, procedures and guidelines, and in particular practice strict hand hygiene at all times while carrying out clinical duties, in line with the responsibilities placed on employees by the Health Act 2006: Code of Practice for the prevention and control of healthcare associated infections (HCAIs). The prevention and control of HCAIs must be embedded into everyday clinical practice and applied consistently. 7. To comply with the Trust s Safe Guarding Children and Vulnerable Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to: Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people. Ensure you are familiar and comply with the Croydon Multi Agency Safeguarding Vulnerable Adults Pan London Procedures. Ensure you are familiar and comply with local protocols and systems for information sharing. Know the appropriate contact numbers and required reporting lines. Participate in required training and supervision. Comply with required professional boundaries and codes of conduct NOTE: A child is someone under the age of 18 (this would include unborn children). A vulnerable adult is someone who is or may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation (this includes carers). Copies of the Protocols and Procedures are available on the Trust Intranet under Child Protection. Staff are advised on how to access the appropriate contact numbers and the Protocols and Procedures when attending Safeguarding training. Updates and revisions are notified to all staff via What s New. 8. Budget Holders are responsible for adherence to Standing Financial Instructions 9. Managers are responsible for adherence of maintaining expenditure within budget and addressing deviations from budget 10. To undertake such other duties as may be reasonably required from time to time as are consistent with the responsibilities of the post. This job description is not an exhaustive document, but is a reflection of the current position. The job holder may from time to time be asked to undertake other reasonable duties. Any change will be made in discussion with the job holder in light of service needs. Job Description Agreement This job description can be updated annually as part of the personal development plan.

5 Person Specification Job Title: Programme Management Office Manager Band: Band 7 Department: Finance Criteria for Selection Essential Requirements Desirable Requirements Assessment Method Education & Qualifications: Postgraduate degree level education or equivalent knowledge and skills. Knowledge and understanding Project and/or Programme Management Qualification Evidence of commitment to personal development and continuing education A strong understanding of financial issues within Acute Trusts including Payment by Results and the funding challenges facing the NHS An excellent understanding of how performance and activity data works in NHS Acute Trusts and the ability to analyse it effectively Experience Substantial experience in corporate Programme Management Office Post holder must demonstrate in depth experience of: - Analysing complex financial and performance data and draw appropriate conclusions. - Managing PMO systems for tracking project and programme progress - Producing reports for director level meetings Working at a strategic and operational level within an NHS Trust Formal project or programme management experience Experience of working in a PMO within an NHS Provider Trust organisation Form / certificate Presentation

6 Skills and Abilities Working to tight reporting deadlines Adopting a positive review and challenge role with senior management and clinicians Organisational skills Written and verbal communication skills Numerate Able to identify interdependencies and recognise risk within Directorates and Trust wide Able to maintain high standards of diplomacy and confidentiality Advanced Excel spreadsheet skills. Good Word and PowerPoint skills. Time management skills Demonstrable evidence of supporting complex programmes of change The ability to understand a broad range of complex information quickly and making decisions where opinions differ/no obvious solution. Presentation skills Demonstrable track record of supporting successful collaborative and partnership Other working Team player Flexible Proactive and Assertive Innovative Demonstrable commitment to personal development Track record of leading change through people. Ability to inspire confidence and respect of others Excellent communication, negotiation influencing skills and Excel test Presentation A= T= Test I=

7 TERMS & CONDITIONS OF SERVICE POST TITLE: DEPARTMENT / LOCATION : PMO Manager : Finance / Croydon University Hospital BAND : 7 SALARY SCALE PAYMENT OF SALARY PENSION SCHEME HOURS OF WORK : 35,159-44,953 per annum inclusive of HCAS : Monthly by direct credit transfer to bank/building society account : You have the option of joining the NHS Pension Scheme. Deductions are made at source at the rate of 9.3%. : Your hours of work are 37.5 hours per week excluding meal breaks. ANNUAL LEAVE : 27days/202.5 hours a year rising to 29 days/ hours after 5 years and 33 days/ hours after 10 years service with the NHS. This excludes the Public Holidays. Annual leave for part time employees will be pro rata to the hours worked. OCCUPATIONAL HEALTH CLEARANCE CONFIDENTIALITY NO SMOKING NOTICE PERIOD : The appointment will be subject to a satisfactory report from the Occupational Health Department. All clinical staff are required to have satisfactory TB assessment, additional health checks for blood borne viruses, are required for clinical staff who undergo exposure prone procedures, other immunisations may be recommended, for all staff. All assessments are undertaken via the confidential Occupational Health Service. : The postholder may come into possession of information which must be kept confidential and any breaches of confidentiality are treated as a serious disciplinary matter. : Croydon Healthcare Services NHS Trust is a smoke free environment and smoking is not permitted on any of its sites or grounds : The appointment may be terminated by 8 weeks notice in writing on either side.