Detailed job description and main responsibilities

Project Management

To be the accountable person for implementation of designated significant divisional projects, with overall responsibility for the successful planning, monitoring and implementation of the designated projects.

To ensure that a suitable framework is in place for the project management and co-ordination, responsible for developing implementing and monitoring as required, to ensure the successful implementation of the new projects

To be responsible for the identification and benchmarking of project benefits. Taking personal responsibility for the tracking, reporting and monitoring against baseline targets and explanation of any variance at project Board level.

To be the accountable person and overall responsibility for maintaining comprehensive Project Plans, developing, implementing and maintaining as required, outlining clear milestones and identifying accountability and to monitor and report on progress against the plans. Direct responsibility for the authoring, identification and management of milestones – ensuring that comprehensive monitoring and reporting processes are developed and implemented.

To have overall responsibility for resolving problems that arise during the project and to document/report/escalate any problems that cannot be resolved to the relevant project board or other group.

To prepare Project Briefs and Project Initiation Documents as required, liaising with operational Managers as required. Securing the necessary approval and authority to proceed as needed.

To be responsible for resource planning, ensuring that required resources are available to deliver the project and escalating concerns as appropriate.

To be responsible for completing / coordinating required work to create new project Board e.g. Terms of reference, Board membership, Terms of Reference.

To be responsible for tactical planning / implementation / monitoring the transition of projects successfully to business as usual.

To Chair workstream/project meetings relevant to the project.

To manage the project team and the delivery of associated work packages.

To mentor and take line management responsibility for Project Support Officers as required.

Day to day management of the project budget, taking responsibility for ensuring that budgets are monitored and tracked, and that spending is in line with agreed tolerances, escalating where necessary.

Regularly review financial information to ensure consistent with guidelines and budget.

Able to use a variety of software to support the development of each project, including MS Office (e.g. Excel, Word, PowerPoint, MS Project), Office 365 including MS Teams, and other systems as required for example Visio, Tableau, and/or the Trust project management system for project reporting as appropriate.

To use MS Office (including MS Project) and Trust project/programme management system for project reporting as appropriate.

Contribute to identifying opportunities, resources and benefits across projects within the division.

To support the Divisional management teams to communicate complex project information to a wide range of listeners including formal presentations to senior colleagues and groups of staff as required.

To develop and be responsible for maintaining comprehensive Project Plans outlining clear milestones and identifying accountability and to monitor and report on progress against the plans.

Strategy

To develop business cases and bids for available funding. Also to identify opportunities, resources and obtain commitment for other projects that offer benefits to the STP.

To build and manage effective working relationships with key partners across the STP footprint.

Skills and Training

To liaise with the training manager to ensure that any training programmes meet the needs of the implementation plan and that quality is assured.

To liaise with the Information manager, as appropriate, to ensure that planned reporting activities meets the needs of the implementation plan and that quality is assured.

To liaise with the communications manager, as appropriate, to ensure that planned communication activities meets the needs of the implementation plan and that quality is assured.

To support operational teams, as appropriate, with training and advice on new or changed working procedures associated with the project implementation.

R&D

To analyse processes and activity prior to new systems being introduced and to establish baselines for changes introduced through the implementation working ensuring process changes are documented and agreed by clinical and operational users.

To work with key stakeholders to ensure that there is clear understanding of the problems and commitment to the proposed solutions.

Policies and Procedures

To ensure that PRINCE project management principles are followed within the projects and to promote these principles to others within the project team as appropriate.

To ensure all projects have appropriate documentation developed to support new ways of working, such as standard operating procedures (SOPs), process maps, risk assessments and mitigation plans, and data privacy impact assessments, including where relevant across multiple services/organisations.

Communications

To provide and receive highly complex, sensitive and contentious information to Project Boards and stakeholders at senior levels. Will need to persuade project boards and staff of the importance of complex projects and negotiate with stakeholders.

Specifically ensure the following key communications tasks are included in the role –

• Attendance and active participation in project operational meetings and conference calls
• Attendance and active participation in the monthly Projects and Innovation Group
• Engagement of key stakeholders for each project on a regular basis
• Work with the finance lead and Programme manager to ensure projects remain within budget
• Ensure successful implementation and transfer to business as usual
• Work with operational teams to update business continuity plans
• Liaising with colleagues across the division

To develop project communications strategy and ensure that effective communications regarding the project take place, targeted as appropriate to all relevant audiences including internal and external stakeholders.

To co-ordinate actions arising from the Project Boards and Implementation Groups, and to provide leadership and co-ordination to various other implementation working groups as required.

To involve clinical and operational managers to ensure that analysis and implementation stages of the project are fully supported by clinical and operational staff.

To provide complex formal presentations to senior and large groups, communicating sensitive information about performance and change.

Staff Management and Leadership

To operationally manage the project team and the delivery of associated work packages as the project develops.

Day to day management of the project budget, taking responsibility for ensuring that budgets are monitored and tracked, and that spending is in line with agreed tolerances, escalating where necessary to the appropriate manage