Head of PMO (New Hospitals Programme)

Job description

Job responsibilities

Full details of the role can be found in the attached JD.

Project, programme and change management

The post holder will:

• Provide PMO support to key strategic priorities in line with the corporate objectives by ensuing a standardised approach to the management of portfolios, programmes and projects. Providing expertise to the organisation through the PMO and delivery of the strategic priorities including support and training of staff on portfolios, programmes and projects methodology
• Establish and maintain a logical and organised programme management office, including the management of papers, project documentation and the organisation of meetings, and lead on the creation and improvement of processes, procedures and tools.
• Ensure appropriate progress and delivery reports are produced for efficiency schemes and ensure that schemes are consistently using the agreed template documentation and processes.
• Provide leadership as part of the wider multi-disciplinary team working on large programme delivery to promote the wider programme management approach set out for the delivery of programmes across UHN.
• Lead the programme management office (PMO), developing and maintaining a professional and effective PMO function across both Trusts and supporting clinical, operational and corporate colleagues to develop and deliver their programmes in line with the wider strategic priorities and efficiency programme
• Provide specialist project guidance and advice to project leads, SROs and individual project teams within the programme, supporting in a structured way the development and delivery of the programme from identification of work through project proposals to delivery and monitoring and evaluation.
• Ensure project owners understand and have put in place appropriate project and programme documentation e.g. plans-on-a-page, project plans, financial costs and savings, KPIs, risks, issues, dependencies, highlight reports, and that these are completed to agreed standards, and provide assistance to develop these where required. Work with the UHN PMO to ensure consistency with Trust / Organisation processes and documentation.
• Maintain the overall integrity and coherence of the programme and develop and maintain the programme environment to support individual projects and initiatives within it.
• Build and sustain effective relationships with a wide range of divisional managers, divisional directors, clinical leads, project leads, executive SROs, the finance team and external groups, e.g. system partners and wider regional and national groups to help promote projects effectively to effect buy-in.
• Work closely with the Programme Director ad senior finance colleagues to provide assistance to the development of phasing of projects and ensure alignment between phasing and interdependent projects/programmes across the organisation/system.
• Engage with programme colleagues and stakeholders to maintain the prioritisation of projects and supporting programmes of work to ensure alignment with UHN strategic objectives.
• Ensure appropriate forums and discussions are held in line with the UHN prioritisation framework and ensure mechanisms and governance are in place to align programmes and resource to these priorities.
• Play a pivotal role in ensuring project leads are supported to develop and maintain appropriate documentation to support robust delivery
• Work closely with the Health Intelligence team to use data to track and monitor progress against programme delivery.
• Provide and receive highly complex, sensitive and contentious information and complex analysis; share this information with project owners, service and divisional teams where agreement or co-operation on agreeing the next steps for delivery are required.
• Work with the UHN PMO to devise, manage and update policies and procedures, ensuring the adoption of best practice methodology, rules, standards and thresholds.
• Responsible for linking people, programme resource and delivery to organisational strategy.

Monitoring and reporting

• Provide regular reporting to the Programme SRO and the senior hospital leadership teams in the agreed format.
• Develop, deliver and continuously improve reporting to be shared in a timely fashion on the development and delivery of the strategic priorities programme for use in a range of governance meetings
• Maintain the programme overall plan including the critical path, tracking interdependencies and associated initiatives, as well as emerging initiatives which impact the delivery of the programme
• Undertake effective tracking and analysis of regular programme updates and monthly highlight reports, making judgments on the validity of the information and following up accordingly; present a real-time, comprehensive, and prioritised report on project performance, risks ratings, progress against milestones and metrics, escalating to the Programme Director and Executive SROs where projects are not consistently delivering against their agreed project plans.
• Ensure that changes within the programme are properly managed and the impact of any individual project change is related back to its impact upon the portfolio as a whole.
• Ensure processes are in place across the team to keep programme records updated and ensuring that key programme documentation is up-to-date throughout the programme, including that programme owners have the skills to appropriately complete all programme documentation and reporting, and following scheme completion lessons learned are appropriately recorded and stored.
• Ensure appropriate support is in place within the PMO team to assist project managers, project leads and individual project teams in developing and updating their project plans and other templates on a regular basis.
• Ensure oversight of the programme is in place allowing regular updates and ensuring exception reporting and gateway review protocols are appropriately used to manage risk to delivery.
• Ensure lessons learned from implementing changes are captured and disseminated across UHN.
• Advise the Programme Director and the wider Executive teams on whether the outputs and outcomes of projects will lead to the actual realisation of benefits.
• Ensure that audits and surveys are undertaken as appropriate related to the delivery of the programme to support reporting of impact.
• Ensure effective programme governance meetings including ensuring appropriate robust reporting
• Working within the overall strategic objectives, devise, implement and monitor the programme. Evaluate, interpret and locally implement best practice programme management, working closely with a range of teams who use a variety of programme management techniques.
• Develop and implement qualitative and quantitative measures to determine performance against the organisational strategy, successful delivery of individual programmes and projects.
• Ensure that best practice is developed and delivered at organisational and departmental levels. Challenge ways of working and persuade, motivate and influence other senior managers to realign their practice where necessary.
• Ensure the securing of value for money, assuring relevant factors such as quality and governance, and establish approaches to track the use of resource and ensure benefits realisation.

Planning and delivery

• Plan and organise a broad range of complex activities to support the effective development and delivery of the programme to deliver the strategic priorities, formulating and adjusting plans as required to support the delivery of the targets required and flex plans in response to emerging needs and uncertainty as well as in response to how the programme is progressing.
• Provide constructive support and challenge to project leads, including executives, in the development and delivery of plans.
• Ensure effective coordination of individual projects and their interdependencies both internally and externally to the programme; whilst effectively managing and utilising resources across individual projects.
• Put in place and effective manage processes to support programme leads to identify required resource, including informing internal business cases or resource requests, and liaising with external parties such as the ICB, NHSE or the AHSN to secure resources for delivery.
• Have the freedom to shape the scope and pace of change, making decisions and presenting options on a range of highly complex programme issues where there may be more than one course of action.
• Ensure clear lines of communication and consultation with key stakeholders and members of multi-disciplinary efficiency teams, ensuring interdependencies are clearly identified and proactive actions taken.
• Review, check and quality assure the content of documentation for all projects, ensuring they remain viable and within any specified constraints.
• Support the management and resolution any risks and issues that may arise and take corrective actions where required, whilst advising of any deviations from approved plans.
• Drive a structured and robust approach to support the entire lifecycle of programme development from idea generation through to delivery using best-practice research, benchmarking and supporting the adoption of new business processes and prepare affected business areas for transition to future new ways of working.
• Support senior finance staff to ensure the programme is implemented within the implementation cost budget and resources identified, and proactively manage risk to achieve this.
• Be able to interpret local and national guidance to the delivery of effective projects, including joining national networks for delivery where appropriate.
• Alongside the immediate aims of the delivery of active projects, provide advice and support to develop longer-term plans for delivery to build on current delivery

Person Specification

Qualifications

• Masters level qualification in general or healthcare management, or relevant equivalent experience.
• Evidence of continuous professional development.
• Further specialist training relevant to the role, e.g. project management qualification such as MSP Practitioner

Knowledge

• Demonstrable specialist knowledge and practical application of programme development and delivery which has resulted in measurable benefit.
• Understand what comprises a robust, quality programme plan, be able to critically assess a complex plan and communicate constructive feedback.

• Knowledge and clear understanding of the background to, and aims of current healthcare policy in the NHS, with experience of interpreting and applying national guidance across the local health economy.

Experience

• Significant experience in managing large portfolios, programmes and projects within the NHS or a comparable large organisation, preferably in a service related environment.
• Demonstrable significant experience in providing a PMO support service within the NHS or a comparable large organisation, preferably in a service related environment.
• Demonstrable specialist knowledge and practical application of programme development and delivery which has resulted in measurable benefit.
• Experience and understanding of a project or programme management methodology including setting project objectives; determining project scope and deliverables; developing a robust project plan; risks and issues management and monitoring and reporting arrangements.
• Experience supporting teams through a process of change, sensitively managing complex issues and managing where performance has not been met, including where that is unwelcome news
• Experience of analysing areas of highly complex and multifaceted activity in relation to current performance to drive opportunities for future efficiencies.

Skills

• Ability to lead and manage project teams and hold to account (for the purposes of project delivery) staff across a number of clinical or corporate departments.
• Proven collaborative relationship engagement skills with both internal and external stakeholders at a senior level, including managing relationships and encouraging collaborative working between cross-functional teams, and with third parties.
• Demonstrate effective analytical and problem solving skills. Ability to analyse complex facts and situations and develop a range of options, coupled with the ability to respond to sudden unexpected demands.
• Proven ability to support the delivery of a programme of sustainable cost improvements.
• Able to empathise and build rapport with clinicians, front-line staff, managers and others, to influence, motivate and engage them into adopting new ways of working.
• Strength of character to constructively challenge programme leads and executive SROs where areas are not delivering against project plans, key milestones and project deadlines.
• Able to receive, process, summarise, interpret and communicate highly complex, sensitive and contentious information where there are barriers to acceptance and resistance to change.
• Must be able to work under pressure; prioritise a number of tasks, taking into account internal and external deadlines, escalating issues in a timely manner.
• Effective and adaptable interpersonal and influencing strategies including the ability to persuade others with personal conviction and facts.
• Communicate effectively to a range of groups and individuals in both verbal and written form. Excellent facilitation and presentation skills, with ability to manage varying levels of understanding.
• Accurate and advanced IT/keyboard skills including producing high level reports and presentations, with significant VDU use

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.

Employer details

Employer name

Kettering General Hospital NHS Foundation Trust

Address

Kettering and Northampton General Hospitals

Rothwell Road

Kettering

NN16 8UZ

https://www.kgh.nhs.uk/working-for-us