April 2013

1

AVON AND WILTSHIRE MENTAL HEALTH PARTNERSHIP NHS TRUST

JOB DESCRIPTION

Job Title: Head of Programme Management Office

Band: 8B

Directorate: Chief Executive’s Office

Department: Business Development

Base: Jenner House, Chippenham. You will be required under the terms of your contract to work at any AWP workplace.

Responsible To: Director/Head of Business Development

Accountable For: Project Management Office

We in AWP put recovery and re-ablement at the heart of all that we do. We facilitate recovery through the guiding principles of hope, trust, partnership and mutual respect.

Context for the role Avon and Wiltshire Mental Health Partnership NHS Trust (AWP) is a significant provider of specialist mental health services to adults and older people in: Bath and North East Somerset (BANES), Bristol, North Somerset, South Gloucestershire, Wiltshire and Swindon. It provides specialist drug and alcohol services and specialist and secure mental health services including prison mental health services, to people living across a wider area. Increasingly it provides treatment and care in people’s own homes and other community settings, reflecting the preferences of our service users. Community services are supported by high quality inpatient services that provide short term assessment, treatment and care. The Trust, which is one of the largest Mental Health Trusts in the country, serves 1.6 million people, deploying 3,500 staff and with a budget of around £190 million per annum. The Trust has five hospitals including one secure and operates out of over one hundred locations. The Trust is on a challenging journey with the most significant required success factor being sustained operational delivery of commissioner requirements.

April 2013

2

Recovery Statement We in AWP place recovery and reablement at the heart of our service; therefore we all demonstrate the recovery principles of:

Hope

Partnership

Maximising opportunities every day, in all that we do. Job Summary

Drive AWP’s Programme Management Office to co-ordinate and monitor a wide range of corporate and locality-wide projects/schemes to ensure effective delivery to meet the Trust’s strategic objectives. The projects and schemes are critical to achieving the Trust’s CRES and QIPP targets.

To provide leadership, direction and support to the Trust‘s project work identifying dependencies and ensuring a consistent approach through programme management to delivering organisational objectives. Ensure the adoption of a recognised project methodology and practice across the organisation.

‘Hold the ring’ across the Trust’s major programmes of change including the active management of critical interdependencies between work streams. This will include facilitating resolution of critical issues that are hindering progress in programme delivery.

Ensure the executive (and non-executive) team, and programme and senior

management receive robust, timely, and interpretable management information to appraise them of progress and inform their decision-making.

Lead on the performance monitoring and reporting of the various Projects against key performance indicators

Planning and Organisation

Manage the day-to-day operations of the Trust-wide PMO function

Directly manage all core PMO staff, providing leadership and ensuring appropriate arrangements are in place to set objectives, monitor performance and agree and review person development needs;

Plan and design complex programmes comprising multiple projects across a number of directorates proactively monitoring overall progress, manage interdependencies and resolve issues and implement corrective action as appropriate

Allocate the Trusts flexible pool of project managers between projects according to the greatest needs/benefit and the specific skills required, ensuring the skills available within this resource continue to match the organisation’s evolving needs and that capability is developed within localities where possible alongside providing additional capacity.

April 2013

3

Define and develop business cases associated with the programme, in line with Trust guidance

Define and implement the programme’s governance framework including the resource management, benefits management, risk management and issue resolution strategies

Support project and operational managers to ensure the delivery of projects within the programme.

Initiate additional activities and other management interventions wherever gaps in the programme are identified or issues arise

Ensure strategic change projects have robust arrangements in place to sustain the delivery of benefits beyond the lifecycle of the programme

Undertake continual review of the Programme Office arrangements, ensuring it’s fitness for purpose in providing all information, communication, monitoring and control activities for the trust.

Advise and contribute to the development of an annual business planning cycle for the Trust that supports the delivery of both local and national targets and priorities

Report on progress of the PMO’s Programmes to the agreed internal and external reporting structures.

Performance Management / Reporting of Programmes and Projects

Work with the Information team to ensure reporting arrangements for issues relating to performance of programmes and projects are consistent with the requirements of the Trust and external stakeholders.

Establish and maintain robust performance management and evaluation systems for programmes and projects which ensure the delivery of a patient-focused, quality, cost effective and efficient service, taking remedial action as necessary.

Ensure that the quality impacts of programmes and projects are assessed and appropriately documented.

Through the PMO arrangements support the Clinical Directors and their Managers in delivering both national and local aspirations including QIPP, CIPs and transformational projects and in driving effective and efficient service delivery.

Identify early indicators of emerging issues that may require remedial action and support the teams across the organisation to recognise when there is a potential to improve cost effectiveness of services.

Communication and Relationship Skills

Successfully communicate highly complex, and at times contentious and sensitive, information relating to specific change programmes.

Gain the support of internal and external stakeholders (eg Trust Wide Management Group, Consultants, and Trust Board, Governors, Clinical Commissioning Groups, and Local Authority partners), patients and the public, to the aims, objectives and expected benefits and outcomes of the change programme/s.

Actively facilitate partnership working to ensure the successful delivery of outcomes and benefits of the programme across the Trust, promoting a whole system approach, working across boundaries, agencies and professions.

April 2013

4

Present the objectives, benefits and outcomes of specific change programmes to a wide audience during public engagement and consultation events.

Motivate staff across the Trust and at all levels including Directors and project managers to ensure programme delivery.

Use highly developed negotiation and persuasion skills to overcome barriers and obstacles to the delivery of programme objectives in particular where staff, partners and other stakeholders are resistant and / or the post holder has no direct line management relationship.

Analytical and Judgment Skills

Collect and analyse activity data, financial data and other information to support programme management, objectives and outcomes.

Identify conflicting components within complex data and assess the risks and potential impact on programme outcomes.

Make recommendations to improve and maintain performance to the Trust Wide Management Team based on complex data.

Identify and highlight to the Executive Team interdependencies and associated risks of change programmes and develop solutions and recommendations for overcoming or minimising the risk/impact.

People Skills

Line management and professional development of project managers and PMO team.

Provide support, leadership, coaching and direction to other Trust staff involved with projects associated with delivering the Trust’s strategic objectives (CRES, QIPP and Transformation benefits) within a matrix management environment.

Work with the Clinical Academy on the development and delivery of training programmes across the Trust in relation to Programme and Project management.

Provide induction and support for new staff involved with the delivery of programme/s and associated projects.

Resource Management Skills

Overall responsibility for the programme’s budget, monitoring and reporting on expenditure and costs against benefits.

Provide expert advice in the development of business cases for funding bids to support the delivery of projects.

General Information Key Relationships Clinical Executive and Professional council Business Executive Operational Delivery Units External stakeholders

April 2013

5

Communications Board and Executive Management written and verbal updates as required Trust-wide communications particularly with Finance, Clinical Academy, other directorates relating to programmes and projects undertaken Various Committees, particularly the Trust Wide Management Group Internal and External auditors Local Authorities Commissioning Care Groups Local Authorities External Consultants Equality & Diversity Avon and Wiltshire Partnership NHS Trust is committed to achieving equality of opportunity for all staff and for those who access services. You must work in accordance with equal opportunity policies/procedures and promote the equality and diversity agenda of the Trust. Recovery It is a requirement of all employees to have an understanding of the broad principles of the Recovery Approach and to incorporate them into every aspect of their work in support of the Trust’s aim to provide services that support people’s recovery through being holistic and promoting social inclusion, self-management, personal autonomy and independence. Risk Management / Health & Safety Employees must be aware of the responsibilities placed on them under the Health & Safety at Work Act 1974, ensure that agreed safety procedures are carried out and maintain a safe environment for employees, service users and visitors. Records Management The post holder has responsibility for the timely and accurate creation, maintenance and storage of records in accordance with Trust policy, including email documents and with regard to the Data Protection Act, The Freedom of Information Act and any other relevant statutory requirements. Clinical Governance, Compliance and Performance The post holder will be responsible for proving that the Care Quality Commission outcome areas have been met in all registered activities in all sites for which the post holder is responsible. This involves implementing systems and processes which investigate each registered activity in each site against each outcome area and compile evidence to prove to the Board of Directors that the outcome has been achieved. Where outcomes are not met the post holder is expected to put in place action to improve. The post holder will proactively seek and engage the support of the governance teams in the Nursing directorate to gather information as required. The post holder will build an

April 2013

6

understanding of and adhere to the CQC guidelines as well as the Trust’s guidelines on the approach to maintaining CQC registration. Prevention and Control of Healthcare Associated Infection The post holder is expected to comply with Trust Infection Control Policies and conduct themselves at all times in such a manner as to minimise the risk of healthcare associated infection. Smoking The Trust operates a ‘no smoking’ policy. Employees are not permitted to smoke anywhere within the premises of the Trust or when outside on official business. Staff must also be mindful of public perception and must therefore not smoke whilst travelling in Trust identified vehicles or when can be identified as Avon and Wiltshire Partnership Mental Health Trust staff. Policies and Procedures Trust employees are expected to follow Trust policies, procedures and guidance as well as professional standards and guidelines. Copies of Trust policies can be accessed via the staff intranet or external website or via your manager.

April 2013

7

Person Specification Head of Programme Management Office

Requirement Essential/

Desirable

How tested

Qualifications and Training

Educated to Masters Degree level, preferably in a business related subject, or Masters level qualification with comprehensive business experience

Evidence of Continued Professional Development.

Project Management Qualification i.e. Prince

E E D

A A/I A

Knowledge

Extensive knowledge and delivery of programme and project management within the NHS

Extensive understanding of project management tools and techniques.

Excellent knowledge and understanding of government policy and strategic direction in relation to mental health, healthcare, social care, criminal justice provision and wider national social policy.

Excellent understanding of business management systems and processes and tools for continuous improvement.

Detailed understanding of NHS performance management frameworks, monitoring and improvement measures.

Knowledge of communication management/public relations practices including reputation and crisis management theory and practice, media management, internal communications practices.

Understanding of the information needs of NHS organisations

E E E E E E E

A/I A/I A/I A/I A/I A/I A/I

Experience

An experienced strategic leader and manager.

Substantial experience of leading and managing a programme management office within the NHS or simile public sector organisation.

Substantial experience of effectively managing projects/initiatives and delivering service change to time and budget.

Experience of performance management, monitoring and reporting.

E E E E

A/I A/I A/I A/I

Skills and Abilities

April 2013

8

Proven track record of transforming organisations to become commercially focused, process and customer orientated.

Able to work effectively with, and gain the confidence of, external or partner organisations.

Ability to work effectively with, and gain the confidence of, clinicians, managers and other staff.

Able to communicate a vision to staff and service users for service improvement and change.

Highly effective business planning skills.

A sophisticated communicator, able to express complex, multi-faceted concepts in an accessible way, both verbally and in writing.

Highly effective change management skills.

Able to work with sensitivity and political astuteness to represent the Trust in a diversity of settings.

D D E D D E E E

A/I A/I A/I A/I A/I A/I A/I A/I

Other requirements

Travel within the region and occasionally nationally.

E

A/I