Efficiency Programme Manager

Job overview

The Programme Delivery Manager is accountable to the Head of PMO and supports the groups Programme Management. The role of the PMO is to provide the structure, process and critical challenge for programmes and to report on progress, key issues and risks to enable key decisions and actions to be taken in a timely manner. The role will enable the organisation to identify and deliver their annual Programme and deliver objectives outlined in the groups priorities.

Main duties of the job

The post is accountable to the Head of PMO and supports the group Programme Management . The role of the PMO is to provide the structure, process and critical challenge for programmes and to report on progress, key issues and risks to enable key decisions and actions to be taken in a timely manner. The role will enable the organisation to identify and deliver their annual Programme  and deliver objectives outlined in the groups priorities. The post holder will have significant experience in programme management and have specialist knowledge in project management and NHS operational delivery, with proven experience of delivering tangible benefits in this area. The post holder is expected to establish and maintain positive interpersonal relationships with other staff members characterised by trust, mutual respect, and open, honest communication. To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate the Trust’s value.

The portfolio for this post includes:

• Programme Design and Delivery:
• Programme management: on behalf of the Head of PMO, lead rigorous and robust programme management, planning, reporting, managing risk, and a strong focus on benefits realisation
• Over-sight and challenge of all programmes

Detailed job description and main responsibilities

Key Responsibilities

• Deliver the programme of schemes that are allocated
• Work with stakeholders to ensure all programme stakeholders support proposals, actions and delivery plans, reporting risks to delivery and mitigating actions
• Translate proposals into implementation plans which are deliverable within agreed resources and timeframes and ensure delivery
• Secure resources, advice and sign off for delivery plans and report risks, issues and mitigating actions through agreed channels
• Develop comprehensive and cohesive plans which are consistent with the overall programme timetable and meet the strategic direction
• Be responsible for a high standard of work supporting the delivery of projects on time, to quality standards, realise benefits and in a cost effective manner

Service Delivery & Performance Management

• Apply relevant tools, skills, and knowledge to deliver improvement and organisational change objectives.
• Provide timely reporting on project deliverables, to provide assurance to the Head of PMO
• Lead on a number of specific projects, or programmes, as determined by the Head of PMO ensuring SMART objectives for all relevant project
• Significantly contribute to the development, introduction, and delivery of the Trust’s annual Use of Resources/ Cost Improvement Programme, supporting a culture of continuous performance improvement within the Trust

Programme Management

• Support the PMO in leading a number of major cost improvement programmes for the Trust which will benefit from a centrally managed approach due to their complexity or scope
• Be responsible for the design, development and sharing of all agreed project management tools and methodologies with Executive Sponsors, responsible officers and projects leads across the Trust.
• To be the driving force for the delivery of a range of programmes and projects
• To work collaboratively with team members to deliver requirements listed and engage and liaise with key stakeholders
• Provide a hands on approach to the delivery of programmes
• To support the delivery of day to day activities and projects
• Lead and support the portfolio of initiatives in demonstrating value for money for the current spend through tracking, managing and delivering agreed benefits Improving quality and outcomes
• To ensure that proposals and delivery plans are based on evidence to improve quality and outcomes
• Provide and receive highly complex, sensitive and contentious information, analysing and presenting information, to a wide range of stakeholders in a formal setting
• To establish and maintain project management systems and documentation so that delivery plans are clear and shared
• Lead and manage effectively in high pressure situations
• To ensure that clinical leadership is central to the delivery of the respective elements of programme plans
• Lead the service area in the delivery of project plans that inform the programme, allocating tasks as appropriate, identifying risks, issues and dependencies, considering best practice and current options and ultimately making decisions in the best interest of the project
• Maintain the project initiation document and associated plans with regular team meetings to monitor progress and resources and report to the Trust as required
• Pro-actively manage stakeholders, respond to and resolve conflict between different stakeholders when this arises through facilitation or other appropriate mechanisms
• Ensure a standardised approach to programme management is implemented and recorded across the Trust. This may involve working with colleagues in other departments to complete a baseline assessment of practice and agreeing an implementation strategy for improvement.
• Be responsible for review and challenge of all Programme and CIP project documentation, including feedback to Project Leads on areas of weakness or whether further information is required and to support them in securing this information
• Responsibility for monitoring delivery of programmes ensuring they are delivered on time and within budget and that planned cost savings are made.
• Apply a structured change management approach and methodology for the impact of any change Project Management
• Link with managers and members of other functions, to address inter- dependencies and ensure alignment in the interest of the programme or project

Governance and Assurance

• Support the PMO in escalation, reporting, governance, oversight and support frameworks throughout project delivery to ensure projects are able to remain on track and deliver maximum benefits.
• Ensure robust Quality impact assessments and Equality impact Assessments are developed for any programme or project undertaken
• Enable Group and work stream teams to understand under-performance, challenge areas of underachievement, make recommendations to changes for policies and processes based on local and national policies, and hold senior team members to account for the development of mitigation plans.
• Provide effective support to the development of robust programme governance arrangements and management processes
• Develop and produce reports, papers and multiple programmed outputs on a range of topics associated with project, programme and portfolio management, using a variety of software and data systems to access and generate information.
• Development and implementation of PMO policy, programme and project documentation for Trust wide use.
• Provide assurance to the Deputy Head of PMO and the Head of PMO on all aspects of the programme
• Provide timely programme progress updates on status of projects for the Executive, Management Board and other Executive Sponsors and stakeholders.
• Ensure project documentation are completed to agreed standards by providing a supportive role to project leads and teams.

Human and Finance Resource Management

• Act in a way that is compliant with Standing Orders and Standing Financial instructions
• Ensure all Trust policies are abided to in all aspects of work
• Provide day to day line management to Efficiency Programme Managers and or other support staff within the PMO as required
• Write and deliver training programmes on project management and operational delivery for Trust senior managers to increase financial knowledge and delivery expertise within the organisation.

Communication

• Proactively build and maintain effective working relationships with relevant stakeholders
• Ensure that the communication reflects the positive message of the PMO and engages staff in the delivery of programmes
• Provide clear and concise reports to the groups reporting framework on a regular and adhoc basis as required
• Ensure that programme plans are effectively articulated to key stakeholders.
• Ensure lessons learned from projects within the Programme are recorded, communicated and embedded into an action plan and actions are implemented;
• Articulate complex information in a way that is clear and concise to all key Stakeholders;
• Comply fully with Information Governance standards ensuring patient and commercial confidentiality where required;
• Exercise a mature level of diplomacy when communicating with Key Stakeholders.