Project Management & Improvement Support Officer

Job description

Job responsibilities

A full version of the job description is also attached as a supporting file.

Job Purpose

To work across the Trust to support the Project Management and Improvement Team to facilitate sustainable improvement and organisational change and take responsibility for leading on improvement and other projects and tasks using the Improvement System.

To assist stakeholders to fully understand the improvement process, tools and techniques associated with the Improvement System so that improvement becomes embedded and sustainable.

Support the tracking and reporting of benefits of projects and programmes, working closely with the relevant support departments (e.g. Finance, Business Intelligence etc.) to ensure accurate reporting.

To assist the Project Management and Improvement Team to co-ordinate improvement workshops for complex programmes and projects.

To support coordination, design and delivery of a range of training programmes on aspects of improvement methodology, project management methodology and advanced lean tools, delivering training in conjunction with Project Management and Improvement colleagues using a variety of platforms.

To coach others in improvement and project management tools and techniques

To be a key member of the Project and Improvement Team who will develop expertise to take some improvement work forward themselves and to support other team members in doing so.

Key Duties

Improvement and Projects

To ensure Project Management and Improvement Specialists are fully supported with their improvement projects and Trust strategic programmes of work including timely completion of associated administration tasks.

Develop specialist knowledge of the Improvement System and its application.

To manage small projects through the full lifecycle in line with the Trusts Delivery Framework, ensuring they are planned, resourced and monitored effectively.

Support and maintain the accurate production of project and programme correspondence and documents utilising Microsoft Office suite to a high standard.

Collate, analyse, monitor and present project and programme data and information as required using project and Improvement system tools and templates.

Build and maintain positive working relationships with stakeholders across all levels of the Trust and with our wider healthcare partners.

Communicate effectively with internal/external stakeholders, resolving and answering queries promptly escalating queries to the Project Management and Improvement Specialists where necessary.

Develop and implement a process to accurately record and monitor the progress of improvement projects and programmes and ensure tracking of key milestones.

In conjunction with the Project Management and Improvement Team, plan and prepare for improvement projects and programmes, e.g. data gathering to understand the current state.

Co-ordinate and provide support for relevant Improvement Project and Programme Lead meetings.

Co-ordinate and prioritise own workload on daily basis, supported by the Project Management and Improvement Specialists.

Support with the acceleration of share and spread of improvement initiatives across the organisation.

Provide appropriate training, supervision and support for the project support office and administration team.

Assist in the identification and tracking of benefits and reporting for relevant projects, business cases and improvement work.

Work closely with the wider directorate to provide appropriate financial, training and activity information as required to generate reports for Board committees.

Manage business and project risks, including the development of contingency plans.

Support with work prioritisation for the Team.

Deliver key governance documentation in association with project delivery.

Provide a quality assurance and audit function for all Productivity & Efficiency projects controls, ensuring all schemes on the CPIP/Improvement tracker meet the criteria.

Operate, maintain and provide support in the use of the project and improvement toolsets.

Establish and maintain the Trusts project documentation library

Assist in conducting project audits

Agree any delegation and use of project assurance roles required by the Project Board.

Prepare Project, Stage and, if necessary, Exception Plans in conjunction with Team Managers, and appointed project assurance roles, and agree them with the Project Board.

Manage business and project risks, including the development of contingency plans.

Staff Management

Management of administrative team members when delegated by the Head of Improvement and Programmes through line or matrix management.

Provide support to the wider Strategy, Improvement and Planning division.

To act as coach and role model to staff in the team.

Promote a satisfying and challenging environment for staff to work in. Aim to build a climate in which staff are valued and developed to their full potential. Recognise and reward the contribution of each member of staff.

To ensure all permanent and temporary staff are appropriately inducted and have the resources, knowledge, skills and support to perform their role.

To influence colleagues from across the organisation, coaching on the importance of milestone management in projects.

Consistently demonstrate effective leadership

Undertake work supervision and mentoring for administrative staff

Utilise Trusts Policies, Procedures and Guidelines actively contributing to their development

Human Resources

Facilitate recruitment of staff, including raising of Authorisations to Recruit, cases for need and arranging job interviews.

Maintain appropriate records, adhering to national, local and Trust guidelines on record keeping

Ensure attendance of staff at mandatory training for compliance

Financial

Assist in the development and deployment of the business case, CPIP and benefits trackers, and manage the content, including investments and benefits realisation.

Work closely with the Head of PMO & Transformation to provide appropriate financial and activity information as required to generate reports for Board committees.

To participate in budget setting and Productivity and Efficiency programme planning

Facilitation, Education, Training and Coaching

Develop technical skills in improvement methodology and project management and achieve associated certification in order to be recognised as a specialist within the organisation.

Lead and facilitate improvement and project events, workshops and meeting for audiences internal and external to the Trust.

Deliver teaching and knowledge transfer in order to support future leadership development and the roll out of the improvement methodology, improvement philosophy, and project management skills.

With support provide advice, coaching and mentoring to clinical and non-clinical staff at all levels on improvement and project management methodologies, tools and techniques that will support quality, financial and service improvement and enable identification of business benefits/return on investment.

Develop and utilise training materials and tools for the single improvement and project management methodologies and other specialist, complex improvement topics and techniques.

General Duties

Provide Project and Administrative support to the Head of Improvement and Programmes.

Undertake other project duties commensurate with this role as and when required.

Person Specification

Experience

Essential

• 1.Relevant NHS experience in project management or improvement support, including working in a structured project management environment and leading, undertaking or participating in improvement work; ability to work flexibly in a changing project environment.
• 2. A proven track record of supporting frontline staff to deliver projects and improvements with evidence of benefits; engaging and managing stakeholders at all levels and collaborating with colleagues across the organisation.
• 3. Experience of line managing direct reports or a small team, coaching others, presenting to and/or educating others, facilitating or chairing small groups and team meetings, and managing difficult conversations.
• 4. Experience of collecting data through observations, audit or other tools, and analysing data, including complex data.

Desirable

• 1.Experience in an improvement team or Project Management Office in an acute hospital trust, working across a range of acute trust departments and managing project risk.
• 2.Experience of supporting patient involvement in improvement initiatives or projects, and training others in classroom or virtual settings.

Qualifications

Essential

• 1. Educated to degree level or able to demonstrate an equivalent level of specialist knowledge, training and experience; evidence of continuing professional development relevant to the role.
• 2. APM/Prince 2 Foundation or equivalent experience, with training in improvement methods and techniques.
• 3. ILM Level 3 or equivalent, and a management qualification or training in management skills.

Desirable

• 1. APM Practitioner, PRINCE 2 Practitioner or Agile Practitioner; an improvement qualification (QSIR, AHIT etc)

Other Job Requirements

Essential

• 1. Able to work flexibly and respond to ad hoc requirements, including occasional work outside standard hours; work in a hybrid way from base, home or other hospital sites; and travel to other sites across Worcestershire.
• 2. Able to demonstrate our Trust values and behaviours
• a. Being open and honest
• we all communicate clearly and honestly, asking for help when we need it, and making it easier for the people around us to share ideas and concerns.
• b. Ensuring people feel cared for
• we all take responsibility for actively supporting and nurturing a kind and compassionate environment for ourselves and others.
• c. Showing respect for everyone
• we all act with consideration and fairness, valuing each other as individuals and appreciating our different perspectives.

Skills/Knowledge

Essential

• 1.Understanding of NHS acute trusts, their national and local policy context, and NHS structures, relationships and governance.
• 2.Knowledge of improvement tools and techniques and their application; data analysis and presentation skills; Microsoft Office skills, including Excel, Word, PowerPoint, Outlook, Visio, Co-Pilot and Project.
• 3. Well-developed written and verbal communication, including report writing, and effective communication at all organisational levels; negotiation and liaison with a range of agencies, while maintaining a high level of confidentiality.
• 4. Presentation skills in virtual and classroom settings, together with teaching, coaching and facilitation skills.
• 5. A self-starter who works independently with minimal supervision and takes personal responsibility; excellent organisational and time management skills, including meeting deadlines.

Desirable

• 1. Developing training material

Personal Qualities

Essential

• 1.Flexible and able to cope with a fast-paced environment and shifting priorities; calm and focused under pressure, with resilience, determination and persistence to overcome challenges, recover from setbacks and deliver objectives.
• 2. Creative and solution-focused in problem solving, with a high level of attention to detail.
• 3. Authentically builds and maintains effective working relationships; a good team player who actively supports team success.
• 4.Keen to develop specialist skills and knowledge, and passionate about high-quality patient care and delivering outstanding outcomes.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Worcestershire Acute Hospitals NHS Trust

Worcestershire Royal Hospital

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

United Kingdom

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)