JOB DESCRIPTION

Job Title: Project Manager for the Whole Integrated System Review

(WISR) Programme

Reports to: WISR Programme Director

Accountable to: WISR Programme Director

Type of Contract: Fixed Term until 31st March 2017, with potential to extend.

Hours: Full time

Grade: Agenda for Change Band 7

Employer: Isle of Wight CCG

Base: To be confirmed

Date of JD: August 2015 Job Purpose

As part of the WISR Programme, the post holder will provide a professional project and implementation role to support the WISR priorities. The post holder will work across the CCG, Trust, Local Authority, primary care and the voluntary sector supporting programme/project management initiatives to deliver significant and sustainable change for the WISR Programme. Job Statement The Project Manager will:

Support the Programme Director in the delivery of the WISR Programme;

Be responsible for the overall implementation management and successful delivery of projects, within the programme portfolio, to the required quality and standard;

To work with the WISR Work stream Leads and Programme Director, taking a lead role on projects within a specified area and to support project delivery across the whole portfolio;

Liaise with WISR programme team to produce project documentation, including the Project Initiation Document(s) (PID) and project control documents (Risk and Issue Log) etc.;

Be responsible for production of work stream templates and support work stream lead members;

Support business process change and service improvement planning;

Effectively communicate project benefits, justification and progress to the Programme Director;

Gather local information from various sources to support the Programme Office;

Monitor progress of projects and produce regular update reports;

Identify further resources, if and when required, to implement the projects they are responsible for.

Organisational Chart The current draft structure is shown below.

Details of Key Tasks The section below provides details of the key tasks to be undertaken by this role. 1. Communication aspects of the role.

The post holder will be required to present information to stakeholders and interpret this in such a way as to gain agreement. The relationships they need to develop are:

WISR Programme Director

WISR Programme Board

Executives across stakeholder organisations

Officers across stakeholder organisations

Workstream Leads

Service/Business Managers;

Commissioners CCG and Local Authority

System Administrators;

Clinical Directors / Clinicians;

Other stakeholders as appropriate.

WISR Programme Director

WISR Project Manager Workstream Leads

Programme Management Support from a Partner

Organisation (to be procured)

Business Adminstration Support

They will:

1.1 Write and produce reports, project plans, documents etc with an excellent standard of English (to a consistent/high standard) and the ability to précis and write succinctly;

1.2 Work with colleagues, both internal and external, in gaining agreement and cooperation in the delivery of projects and information requirements;

1.3 Liaise with partner agencies in providing and receiving complex information;

1.4 Be able to communicate verbally in a clear and concise manner ensuring the recipients understand, on occasions presenting information to committees and boards;

1.5 Be able to communicate complex, difficult and sensitive information in a tactful manner;

1.6 Support the development of internal and external communication where required by regular contact with the teams, stakeholders and communications team;

1.7 Update the MLAFL website on activities of the WISR Programme;

1.8 Demonstrate and effectively disseminate the MLAFL WISR principles and ethos;

1.9 Be able to develop cooperation with other teams and organisations to support and enable project delivery;

1.10 Be able to present (both formally and informally) to stakeholders about the scope, content and timescales associated with plans or projects;

1.11 Take an active approach to learning new and different change management improvement techniques, be open to new ways of working and bring fresh ideas to clinical and non-clinical teams;

1.12 Develop and foster relationships with key contacts and team members and proactively manages these relationships such that members can count on reliable and knowledgeable support and information about the project or other activities;

1.13 Possess good motivational skills to encourage collaborative working to improve service reforms, particularly where there is resistance to change.

2. Analysis and judgement will be necessary in the following situations The post holder will need to: 2.1 Support the review of current pathways and services;

2.2 Intervene as necessary, in order to maintain project plan timelines, escalate in a pro-active manner, problem solve or resolve issues through effective communication;

2.3 Generate project specific reports at agreed time points in the project’s lifetime;

2.4 Be able to track data continuously to quickly resolve failures to meet project requirements and act accordingly to inform team members as appropriate;

2.5 Regularly provide reports as required;

2.6 Ensure that all records and information are maintained in a way that allows up-to-date and timely information to be available and ensure that good configuration management is adhered to;

2.7 Proactively initiate web-based research, précising information if necessary and picking out key actions.

3. Tasks that require planning and organising. The post holder will be required to organise and arrange project management activities. The post holder will need to:

3.1 Be able to lead and coordinate projects concurrently and deal with conflicting priorities;

3.2 Create project plans using appropriate project management methodologies, and manage projects through to completion;

3.3 Prepare agenda’s, take notes and minutes and ensure follow-up action for meetings in relation to projects and planning function, where required;

3.4 Ensure that the programme and project deliverables are met by the PMO team;

3.5 Create, launch and execute robust project plans, articulating milestones, timescales, stakeholders etc., using appropriate project management methodologies (e.g. Gantt Charts, Process Flow diagrams, etc.);

3.6 Plan programme activities for the entire year, such as meetings, teleconferences, and web seminars and establish and actively manage these programme timelines;

3.7 Apply skills and knowledge to react to unplanned situations and to act quickly to re-align a project plan as situations change;

3.8 To contribute to the development and continual improvement of the processes and systems of work within the WISR Programme;

3.9 Organise large stakeholder events e.g. engagement workshops for development of WISR Programme Strategy

4. Responsibility for finance and use of resources. The post holder will: 4.1 To comply with the organisation’s Sustainability Policy and Social Value Policy

and use resources in an efficient and responsible manner.

4.2 Continually strive for delivery outcomes which ensure value for money and greater efficiency.

5. Responsibility for managing staff and/or undertaking training. The Post holder will: 5.1 Be responsible for contributing to the identification of own training needs and

demonstrate a commitment to personal development;

5.2 Transfer knowledge relating to improvement methodologies applied through project delivery;

5.3 Undertake annual mandatory training updates and other relevant courses;

5.4 Provide focussed knowledge transfer in change management methods as part of project work to a variety of project stakeholders;

5.5 Operationally manage work alongside WISR workstream leads and Programme Director;

5.6 Provide professional project leadership to the workstream leads.

6. This role requires use of a range of information systems. The post holder will: 6.1 Use a full range of Microsoft applications including Outlook, Word, Powerpoint

to a high level, and Excel to an intermediate level;

6.2 Be a confident and capable user of Microsoft packages to produce relevant reports.

7. This role will be required to undertake and/or be involved with the

following surveys or undertaking research The post holder will:

7.1 Support consultations where required with stakeholders to determine stakeholder views.

8. What level of freedom and autonomy does this role have? Do they follow standard procedures?

The post holder will: 8.1 Work within the policies and systems of the organisation, with significant

discretion, to clearly articulated objectives;

8.2 Work according to the Standard Financial Instructions and Operational Protocols;

8.3 Contribute to the delivery of WISR cross-cutting projects ensuring appropriate

engagement of stakeholders throughout.

General compliance: 1. To comply with all CCG Policies and Procedure, with particular regard to

Risk Management

Health and Safety

Confidentiality

Data Quality

Freedom of Information

Equality and Diversity

Information and Security Management and Information Governance

Standing Orders & Standing Financial Instructions 2. To perform your duties to the highest standard with particular regard to effective and efficient

use of resources, maintaining quality and contributing to improvements. 3. Perform any other duties that may be required from time to time. 4. Every post holder represents the CCG. We rely on all our staff to be helpful, kind and courteous

to patients, visitors and each other. At all times we expect appropriate behaviour. 5. Safeguarding:

Safeguarding Children - ensure you adhere to and work within local and national safeguarding

children legislation and policies including the Children Act 1989 & 2004, Working Together to Safeguard Children 2013, 4LSCB guidance and the IOW Child Safeguarding policy. Staff should familiarise themselves with these policies and ensure that they access appropriate safeguarding training commensurate to their role.

Safeguarding Adults - ensure you adhere to and work within the pan-Hampshire safeguarding adults (at risk) policies and procedures. Staff should familiarise themselves with these policies and ensure that they access appropriate safeguarding training commensurate to their role.

This job description may be altered to meet changing needs of the service, and will be reviewed in consultation with the post holder. September 2014 April 2014

Person Specification

Factors

Description Essential Desirable

Knowledge, Training and Experience

Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in relevant specialist area Training or significant experience in project management Working knowledge of various Microsoft programmes including Outlook, Word & Powerpoint to a high level, and Excel to an intermediate level A good understanding of the health and social care environment and roles and responsibilities within it Experience and understanding of evaluating and measuring the performance of health services Experience in communications and stakeholder management Working knowledge of Microsoft Project Previous experience in similar role in public sector

√

√

√

√

√

√

√

√

Factors

Description Essential Desirable

Communication skills

Clear communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences Evidence of success in efficient and effective project and programme management Skills for communication on complex matters and difficult situations, requiring persuasion and influence. Skills for nurturing key relationships and maintaining networks.

√

√

√

√

Analytical Ability to analyse and interpret information, pre-empt and evaluate issues, and recommend and appropriate course of action to address the issues Problem solving skills and ability to respond to sudden unexpected demands Strategic thinking – ability to anticipate Attention to detail combined with the ability to extract key messages from complex analysis Independent thinker with demonstrated good judgement, problem-solving and analytical skills

√

√

√

√

Planning Skills Skills for project management Previous experience in project management and planning

√

√

Management Skills Ability to engender trust and confidence and demonstrate integrity in the provision of advice and support Skills for managing projects ensuring they meet financial targets.

√

√

Factors

Description Essential Desirable

Physical Skills Skills for manipulating information. Intermediate keyboard skills

√

Autonomy Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales

√

Equality and Diversity

Understanding of and commitment to equality of opportunity and good working relationships

√

Other An ability to maintain confidentiality and trust Used to working in a busy environment Adaptability, flexibility and ability to cope with uncertainty and change Commitment to continuing professional development Professional calm and efficient manner Effective organiser Demonstrate a strong desire to improve performance and make a difference by focusing on goals.

√

√

√

√

√

√

√

SUPPLEMENTARY JOB DESCRIPTION INFORMATION – RISK ASSESSMENT Post Title: Project Manager WISR Programme Ward/Dept and Site: CCG Headquarters, Apex Building, St. Cross Business Park,

Newport Date Completed: August 2015

1. General Information about the post

Location % Location % Location %

Office based 100%

Home Outpatients Clinic

Laboratory Kitchen Community based

Ward area Stores Workshop

In a vehicle Theatre environment

Indicate below if any of these apply

Location % Location % Location %

Isolated locations N/A Outdoors N/A Works on their own N/A

Works with patients in isolation e.g. in their own home

N/A Works with patients – assistance is accessible.

N/A Required to be in a building on their own for periods of time

N/A

Working hours

Full time Part time

Office hours Hours worked as a shift

Hours worked at night

Concentration and Levels of Interruptions

Required to concentrate for long periods of time

Required to concentrate for short periods of time

Interruptions throughout the day Constant Occasional

All criteria require a indication of whether the post holder will be expected to work in or be directly exposed to the following factors. Please use the comments box to provide details including frequency (e.g. how many times per shift)

2. Working Conditions

Frequency

Certain Likely Possible Unlikely Rare/\Not

at all

Working in bad weather e.g. when it is windy or/and raining.

Excessive temperatures

Unpleasant smells/odours

Noxious fumes

Excessive noise &/or vibration

Use of VDU more or less continuously

Unpleasant substances/non-household waste

Infectious Material/Foul Linen

Body fluids, faeces, vomit, blood

Dust/dirt

Humidity

Contaminated equipment or work areas

Driving/being driven in normal situations

Driving/being driven in emergency situations

Fleas or lice

Exposure to dangerous chemicals/ substances in/not in containers

Exposure to aggressive verbal behaviour where there is little/no support

Exposure to aggressive physical behaviour where there is little/no support

Exposure to risks that could result in an acute traumatic injury

Undertaking exposure prone procedures

Comments: Please use this section to provide any additional details you feel are relevant for the role (e.g. how many times per shift)

N/A

3. Emotional Effort

Frequency

Certain Likely Possible Unlikely Rare/Not

at all

Processing (e.g. typing/transmitting) news of highly distressing events

Giving unwelcome news to patients/ clients/carers/staff

Caring for the terminally ill

Dealing with difficult situations/ circumstances

Designated to provide emotional support to front line staff

Communicating life changing events

Dealing with people with challenging behaviour

Arriving at the scene of an accident

4. Physical Effort

Frequency

Certain Likely Possible Uncertainty Rare/Not

at all

Working in uncomfortable/ unpleasant physical conditions

Working in physically cramped conditions

Lifting weights, equipment or patients using mechanical aids

Lifting weights/ equipment or patients without mechanical aids

Making repetitive movements

Climbing or crawling

Manipulating objects

Manual digging

Running

Standing/sitting with limited scope for movement for long periods

Kneeling, crouching, twisting, bending or stretching

Standing/walking for substantial periods of time

Heavy duty cleaning

Pushing/pulling trolleys or similar

Working at heights

The job requires to be trained in control and restraint.

5. Mental Effort

Frequency

Certain Likely Possible Uncertainty Rare/Not

at all

Carry out formal student/ trainee assessments

Carry out clinical/social care interventions

Analyse statistics

Operate equipment machinery

for more than ½ a shift

for less than a shift

Give evidence in a court/tribunal/ formal hearings

Attend meetings (describe types of meeting and post holders role)

Attendee and Note taking

Carry out screening tests/ microscope work

Prepare detailed reports

Check documents

Carry out calculations

Carry out clinical diagnosis

Carry out non-clinical fault finding

Signed by post holder*: Date:

Signed by line manager Date:

* in the case of new jobs this will have to be an ‘estimate’ of the demands of the role.