Job Description 1 PROGRAMME MANAGER JOB DESCRIPTION Job Title: Development / Strategic Project Manager AfC Band: 8a Directorate/Service: Estates Accountable To: Deputy Head of Capital Responsible To: Director of Capital, Estates & Facilities Base Location: Capital, Estates and Facilities On-Call Requirement: No AfC Job Code: Values Three values are at the heart of our organisation: Care, Appreciate and Inspire. Our values and behaviours define what’s important to us as we work alongside each other and with our patients and service users. They also shape what it feels like to work at the NCA and will be central to your development and performance conversations. Together, we will create a culture where care, appreciation and inspiration thrive. Structure Chart Estates, Facilities, Capital Director Head of Capital Deputy Head of Capital Development / Strategic Project Manager 2 Job Summary Are you an experienced Project Manager with a background in either architectural, surveying, construction, engineering or building? We are looking for applicants ideally from an architectural, surveying, construction, engineering, building or project management background with a proven track record in the Estates field delivering: Construction, building surveying and civil engineering projects mechanical and electrical infrastructure projects This role forms an essential component of the Estates Capital Projects Team delivering NCA’s complex £multi-million Capital Programme consisting of new build and refurbishment projects, priority projects linked to Trust strategy and addressing estates capital backlog including statutory compliance. The postholder will contribute to management of a team of project managers supported by clinical colleagues and teams of in-house and externally appointed specialist advisors, design teams and construction partners. A core focus of this role will be developing projects from RIBA 0 creating robust specifications and cost plans to assist with development of approved projects and schemes requested in year from clinical divisions. As a result, quantity surveying and building surveying backgrounds are welcomed. Key Role and Responsibilities The Development / Strategic Project Manager is a key member of the Capital Team with the prime responsibility of supporting the development and delivery of a portfolio of capital programmes and projects across the NCA. They will deliver large scale change programmes and respond to the challenges and opportunities faced by significant strategic development opportunities within the NCA and across the Care Organisations. The post holder will have expertise in programme management, change management and construction, working with the NCA and Care Organisations to develop and deliver improvement plans across the services. The post holder will provide expert facilitation and training or guidance in the use of programme and project management tools and will apply their programme and change management experience and skills to support programme and project teams to achieve specified objectives. The post holder will primarily lead the lead the early briefing and design stages of a project. Ensuring existing infrastructure challenges are factored into early stage cost plans. 3 The post holder will be responsible for ensuring the application of appropriate construction project management methodology and compliance with the NCA Assurance Framework and will promote standardisation of programme and project management across the organisation. The post holder will assess and prepare service user briefs, identifying the service requirements, objectives to be achieved and Healthcare specific standards (HTMs and HBNs) to be met. Compile and obtain approval to a Project Brief. Assessment of feasibility of potential projects both spatially (space planning in accordance with legislative and best practice guidance), forming budget estimates for NCA and Care Org’s within an agreed timeframe and utilising the knowledge and expertise of in-house Building and Engineering Estates Officers and external professionals, where required, will be a critical requirement of the role. Lead on and provide professional expert advice on approach to producing feasibility reports and business case reports for consideration by users, Care Org Leaders and Trust Executive Groups. Communications and Relationships As a champion of project management, the post holder will need high levels of self- motivation, tenacity and resilience. Success in the role will necessitate the establishment and development of strong and effective working relationships at all levels of the Group and Care Organisations, with the ability to challenge and effectively support the delivery of change and improvement programmes and projects, through the application of structured programme management processes and interventions. Provide visible leadership to the Group and Care Organisation Directors, Clinical Leads and Programme Team to promote continual improvement in quality, performance and delivery of national targets and objectives. Support the Care Organisations with understanding their portfolio of projects, challenging where appropriate and working with them to determine the work required and the resources needed to achieve. Regularly lead groups and workshops, providing leadership and direction. Delivering clear communications across the programme and between key stakeholders. Communication may be verbal, electronic, written or by giving presentations as well as attending and contributing to meetings. To deputise for the Head of Capital Programmes as and when required and provide leadership to the junior members of the team, fostering a mentor/coaching approach to support development. Analytical and Judgmental Skills 4 Using experience and expertise, the Project Manager will provide a pivotal role in leading the adoption of improvement and programme management best practice within NCA Major Programmes of Change and Care Organisation led projects. The Project Manager will be highly skilled in the: Making recommendations based on a range of complex issues where there may be more than one course of action; Use of benchmark data to identify and monitor performance and efficiency improvement; Reviewing of data and recognising its relevance to workflow, quality, performance and improvement, synthesising to develop justifiable and realistic conclusions and recommendations; and Continuous tracking of data to quickly resolve failures to meet programme and project requirements and act accordingly to inform team members as appropriate. Planning & Organisational Skills The Project Manager will be required to progress programmes and/or projects through their lifecycle reporting progress to both Task and Finish Groups and Trust Capital Group, where appropriate. This involves working closely with SROs, Programme Directors, Care Organisation directors, managers and clinicians and programme and project teams to improve definition and delivery and monitor the development and implementation of associated programme/project plans. Critically evaluate the quality of all programme and project documentation, and strength of organisational capability and capacity to achieve the planned outcomes. Assist the Head of Capital Programmes in developing and maintaining a comprehensive monitoring and reporting framework (and associated systems) with which to keep the organisation regularly and fully apprised of progress on the overall programme, work- streams and projects, key risks and actions to mitigate those risks. Identify and escalate, to secure timely resolution, any ‘bottlenecks’ in the critical pathways of designated programmes. Physical Skills Office duties require a combination of sitting, standing and walking. Likely requirement to travel/drive between sites. Reasonable speed and accuracy of written reports requiring keyboard skills. 5 Responsibility for Patient Care Influence and support service development to ensure a high level of service at all times to both internal and external customers. Occasional contact with patients or clients. Responsibility for Policy / Service Development Ensure that the organisation & leadership of the portfolio of programmes is clear and unambiguous with proper lines of accountability, clearly explained and well documented. Assist the Head of Capital Programmes in creating templates for ‘Programme’ working and ‘Planning & Progress’ - programme - reporting (dashboard) that provide the right balance between facilitating and supporting projects while holding to account and making progress and issues transparent. Ensure the quality of the programme/project life cycles through the use of NCA Assurance frameworks that will govern the standards that projects need to achieve as they progress to implementation and sustainability. To ensure that the Group risk management system is being correctly applied and utilised to identify, categorise, mitigate and manage any risks arising from the work of the programme. To ensure that the Benefits Management Framework is being correctly applied and utilised to ensure that key performance indicators identified, and, at project level, metrics are developed that will allow the success of each initiative to be measured. Supporting the work of both the Group Care Organisations by providing highly professional, concise, reporting. Responsible for Financial and Physical Resources To support the Head of Capital Programmes to ensure that the project/programme is delivered within its financial budget and contingencies. To ensure robust systems of governance and risk management are in place for all programmes. 6 Produce dashboard performance reports, reporting on project progress, next steps, deliverables, resource requirements, risks and issues. Support with the development of Business Cases that form part of the delivery approach to programme management within the NCA supporting the quantification and phasing of financial costs and savings ensuring that savings are robustly tracked. Liaise with the finance team to ensure the robustness and accuracy of financial data included in the business case. Responsibilities for Human Resources Responsible for ensuring that any workforce implications of any programmes/project of change are reflected and highlighted to HR. To provide line management leadership and coaching to new and existing Capital Development team members. To proactively manage matters relating to lack of capability or poor performance. To ensure that all absence and annual leave is managed in accordance with the Trust’s attendance policies. Responsibilities for Information Resources Provide written and verbal update reports to the Change Portfolio Steering Group and Executive Management Committee and any other governance forums as required. Produce performance reports and presentations as required. Ensure all project documentation is completed to required standards and in a timely manner. Responsibilities for Research and Development There are no responsibilities of the job for informal and formal clinical or non-clinical Research and Development (R&D). Freedom to Act The post holder will be guided by precedent; works within the constraints of terms and conditions of service, policies and procedures but will interpret national guidelines that 7 may impact on their allocated programmes and/or projects. Priorities are set but post holder manages their own workload reporting into the Head of Capital Programmes and accountable to the Director of Capital, Estates and Facilities and the Chief Finance Officer. Partnership Working The Project Manager will work collaboratively across professional, organisational and agency boundaries to ensure successful delivery of change programmes and projects and to ensure that any negative impact of delivery is raised during completion of an EIA and QIA and actioned for accordingly. Foster collaborative working relationships within Capital Development, sharing best practice and identifying any areas of collaborative working. Equality and Diversity Promote compliance with policies on equality and diversity as part of the culture of the organisation. Making Every Contact Count Front line staff are in an ideal position to offer support and advice on how to improve health and wellbeing Staff should use their interactions with the public to give them additional advice on health and wellbeing Staff will be given training and support to help them to signpost people to other services which may improve their health and wellbeing. Health & Safety The post holder must not wilfully put him/herself or others at risk while at work. Safe working practices and safety precautions must be adhered to. Protective clothing and equipment must be used where appropriate. All accidents must be reported to a member of management and you are asked to participate in accident prevention by reporting all potential hazards. All people (including consultants) who manage others 8 You are accountable for the effective deployment of activities that ensure that your department/ward/clinical team is reducing hospital acquired infection. You will ensure that you and your staff comply with the Trust’s policies on infection, prevention and control. You will ensure that you and your staff receive the training required to maintain competence to execute the Trusts policies on infection, prevention and control. You have a responsibility to bring deficiencies in the deployment of such policies to the attention of your line manager. General Staff (including junior doctors/volunteers/contractors/honorary contract holder/locums/agency bank) You have a personal responsibility to support your department/ward/clinic in reducing hospital acquired infection. You must comply with the Trust’s policies on infection, prevention and control and maintain your competency to effectively discharge your responsibilities. You must bring deficiencies to the attention of your manager. Safeguarding The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. You will be expected to fulfill your mandatory safeguarding training at the level applicable to this role. Code of Conduct Professional staff that have a national Code of Conduct are expected to adhere to that Code and failure to do so could result in disciplinary action being taken. Staff who do not have a regulatory body are expected to conduct themselves in a professional manner and in line with the Trust values and polices are all time. 9 PERSON SPECIFICATION Job Title: Development / Strategic Project Manager AfC Band: 8A Essential Desirable Qualifications Construction / Engineering related degree or equivalent job-related experience to graduate level. Evidence of continuing professional development The post holder will require professional knowledge in a number of disciplines e.g. construction practice, financial management, operational management, information systems, staff management acquired through training and experience over extended period Experience of working within an appropriate project management methodology AutoCAD proficiency Professional Registration CIOB/RICS chartered Knowledge, Training & Experience Knowledge of, and demonstrable experience in, the application of best practice programme and project management methodologies Experience working at a senior management level in a large complex organisation preferably within the NHS. Managing and implementing change at a senior level. Experience of working across organisations 10 Able to manage multiple and complex projects including reporting and tracking of plans and actions Information and or finance management and analysis of complex financial data Experience of managing and developing multi- disciplinary teams. Quality focused with an innovative approach and the ability to solve complex problems. Experience of early stage elemental cost planning development Skills & Abilities Able to make a reasoned assessment of a situation and draw pragmatic conclusions. Able to analyse data and draw conclusions based on this. Willing to challenge existing practice and be able to do so successfully. Commitment to self- development. Highly developed interpersonal and facilitation skills, with ability to gain and maintain credibility at all levels of the organisation. Excellent organisational skills Ability to work flexibly as part of a team. Highly proficient in the use of standard office software packages Ability to determine what services are required to develop high level cost plans and pull together specifications and 11 recommendations for surveys to enable a request for funds to capital group in year to develop schemes to a sufficient level of detail to provide robust costs factoring in existing estate Living our Values All colleagues are expected to demonstrate the NCA values and underpinning behaviours as you carry out your role. Values Behaviours (I will…) CARE We listen and treat each other with kindness. Provide the highest standard of care, with compassion and kindness. Communicate clearly, actively listen and be person centred. Seek to understand and empathise. Collaborate to deliver services that are safe and give confidence in our care. APPRECIATE We value and respect each other’s contribution. Recognise and openly acknowledge how we all make a difference. Value and respect others and share in celebrating our successes. Treat people fairly, notice, champion and positively appreciate diversity. Provide constructive feedback to support growth and development. INSPIRE We speak up and find ways to be even better. Have a voice and act with integrity and honesty. Make time to learn, share and find new ways of working. Be positive, be open to change and empower others. Work with my team and other teams to agree and deliver best outcomes. 12 Appendix The below details all the standard Trust requirements which must be incorporated within the role. Infection Prevention Employees will adhere to all Trust Infection Control policies and procedures which are relevant to the post and undertake any appropriate mandatory training. All colleagues will ensure that advice is sought from the infection control team as required and appropriate action is taken to minimise cross infection. Safeguarding The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all employees and volunteers to share this commitment. You will be expected to fulfil your mandatory safeguarding training at the level applicable to this role. Health and Safety Employees must act in accordance with the Health & Safety at Work Act 1974, and subsequent legislation, under which they must take reasonable care to avoid injury to themselves and to others who may be affected by their work activities. Employees are required to co-operate with the Trust in meeting statutory requirements. Employees must not intentionally or recklessly interfere with, or misuse anything that is provided in the interest of the health, safety and welfare of colleagues, patients, and the general public. 13 Confidentiality and Data Protection Employees are required to uphold the confidentiality of all records held by the Trust, whether patient records or Trust information. Unauthorised disclosure of any confidential information, or that covered by the Data Protection Act may result in disciplinary action. Equality and Diversity All colleagues are required to understand the equality and diversity commitments and statutory obligations under the Equality Act 2010. You must act in ways that support Equality, Diversity, and Inclusion (EDI) and recognise the importance of people’s rights in accordance with legislation, policies, frameworks, procedures, and good practice. Colleagues must recognise and report any behaviour that undermines equality under Trust policy and further EDI activity by: eliminating discrimination, harassment and victimisation advancing equality of opportunity between people who share a protected characteristic and those who don’t fostering good relations between people who share a relevant protected characteristic and those who don’t understanding the impact of policies, services and practice on people with different protected characteristics Code of Conduct Colleagues that have a national Code of Conduct are expected to adhere to that Code and failure to do so could result in disciplinary action being taken. Colleagues who do not have a regulatory body are expected to conduct themselves in a professional manner and in line with the Trust values and policies at all times. Leadership and Development We believe our colleagues play a vital role in delivering excellence, and that everyone has the ability to demonstrate leadership and make a difference. As a member of our team, we expect you to live the NCA values: Care, Appreciate and Inspire through your daily habits, to improve outcomes for patients, customers and service users across the system. In return we provide a range of development opportunities that help you to realise your potential and reach your professional best. As you join us, you are required to attend our Corporate Induction, complete the Trust’s mandatory training and participate in the NCA Accelerated Leader Development Programme if you are in a leadership or management role. Your annual My Time appraisal conversation helps to continually review your contribution and ongoing priorities through your Personal Development Plan, informed through a wide choice of development available to you. 14 Flexibility This job description is not intended to be exhaustive, and it is likely that duties may be altered from time to time, in discussion with the post holder. This job description is intended to provide a broad outline of the main responsibilities only. The post holder will need to be flexible in developing the role with initial and on-going discussions with the designated manager.