Project Officer (split line management)

Transcription

1 JOB DESCRIPTION POST: DEPARTMENT: RESPONSIBLE FOR: RESPONSIBLE TO: BAND: Project Manager Learning Learning: Learning and Innovation Team Project Officer (split line management) Learning Design Service Manager 3b JOB SUMMARY The project manager is responsible for establishing, managing and completing projects to agreed time, budget and quality criteria. They will work closely with project sponsors to ensure scope, deliverables and benefits remain achievable and fit for purpose. The post holder will be working on projects within the learning innovation and operation teams project managing major redevelopments of established courses (including all material production) and new product development. They will work with a variety of contributors, colleagues and specialists such as clinical leads, programme managers, educators, learning technologist, instructional designers, publication department, medical artists and others as required to deliver project outcomes in line with the College s strategic aims. 1 Project planning SPECIFIC DUTIES AND RESPONSIBILITIES Working with the project sponsor and project group to establish and document project deliverables, plans, resources and benefits, including through meetings and stakeholder engagement as required, facilitating the development of the project from high level concept to achievable deliverables Drafting and maintaining project documents, records and other artefacts as required by the project including project plans and budgets and product specification documents Convening, facilitating and managing working groups Sourcing and managing the resources required for successful project delivery, including drafting requirements and seeking quotations, managing tenders, negotiating contracts where relevant and agreeing cross team resourcing (matrix management) 2 Project Communication Undertaking stakeholder mapping and developing full project communication plans Informing and engaging colleagues in the project; acting as a single point of contact for queries Ensuring communication about the project is clear and involves those for whom the project will have an impact; managing interdependencies and contributing to programme management

2 3. Implementation Managing and motivating the project team, which may include clinical leads and educators, programme managers, learning technologist, other colleagues, contractors and/or consultants, to deliver project outputs to time, budget and quality requirements Managing the operational aspects of the project; activities will depend on specific projects but may include managing external contractors, managing, collating and editing contributions from working groups, identifying and managing system changes and working with internal and external stakeholders to effect these Working closely with colleagues in the learning innovation and operation teams including resourcing educational advice for product development and design, and delegating tasks appropriately to the Project Officer Identifying, analysing, recording, managing, resolving and reporting on project risks and issues, presenting options and solutions to project governance groups Adhering to relevant guidelines, policies and procedures such as the College style guide and Standard Operating Procedures Managing stakeholder engagement including working parties, external course providers, colleagues, professional groups (surgeons, anaesthetists etc) and other interested parties Developing business as usual plans in collaboration with colleagues, ensuring sustainability 3 Reporting Providing regular, timely and accurate status updates and assessments of project performance to internal and external stakeholders Monitoring income and spend against budget, highlighting variances Monitoring and evaluating the project against agreed deliverables, highlighting variances to the original project plan Drafting, contributing to and editing briefings, committee papers, reports, presentations and other documents in relation to the project Maintaining an overview of other projects in the portfolio and their dependencies on own areas of work; highlighting potential areas of conflict as early as possible and proposing resolutions 4 Developing self and contributing to development of others Taking responsibility for own continuous professional development in the context of project management and supporting team members development through coaching and mentoring as required Actively seeking a good understanding of the learning and professional development requirements of surgeons throughout their careers including keeping up to date with any relevant policy changes General The post-holder is expected to represent the College in a professional manner in relation to his or her responsibilities and in ensuring their own continuing professional development.

3 Undertake such duties appropriate to the grade, as required by the Line Manager. This job description will be subject to review in the light of changing circumstances and may include other duties and responsibilities as may be determined. It is not intended to be rigid or inflexible but should be regarded as providing guidelines within which the individual works. The Royal College of Surgeons of England is an Equal Opportunities Employer. All College employees are responsible for records held, created or used as part of their work for the College including patient/client, corporate and administrative records whether paper-based or electronic, which also includes s. Records should be managed and stored appropriately and should in all cases comply with the requirements of the Data Protection Act Employees should have read and understood the College s Records Management Policy and should follow all agreed records management procedures, seeking advice where necessary. June 2017

4 PERSON SPECIFICATION POST: DEPARTMENT: RESPONSIBLE FOR: RESPONSIBLE TO: BAND: Project Manager Learning Learning: Learning and Innovation Team Project Officer (split line management) Learning Design Service Manager 3b ESSENTIAL CRITERIA Education/Qualifications Experience/Knowledge Experience of managing and delivering projects, engaging with stakeholders at all levels Knowledge of formal project management methods Skills High level of attention to detail Able to get up to speed quickly and hit the ground running The ability to multitask, prioritise and delegate in order to deliver to tight deadlines Excellent interpersonal skills, including the ability to influence and persuade individuals at all levels Excellent communication skills, including the ability to clearly articulate complex / technical concepts and to identify, summarise and convey the critical points of an argument Excellent written skills, including report writing A good standard of numeracy, including estimating, financial budgeting, using percentages and working with data A confident computer user, including word processing, spreadsheets and use of project planning software Strong analytical skills, with experience of using data and evidence to solve problems DESIRABLE CRITERIA Education/Qualifications A recognised qualification in project management, e.g. APMP, PMP Experience/Knowledge Knowledge and experience of digital learning including e-learning Experience of working in the healthcare sector Experience of a publishing project Skills

5 The post holder will also need to demonstrate the following values and behaviours: Diversity - we value diversity and treat each other with respect. I listen effectively and treat each person as an individual I value people with different skills, expertise and knowledge to myself I ensure that everyone I meet feels welcomed at the college I trust the people I work with and know they will work to their best ability I am inclusive and build good relationships with everyone I work with I take time to understand different views to myself for the sake of the college Improvement - we seek continuous improvement, and improvement requires change. I use my expertise to question, challenge and improve the way we carry out our tasks I identify opportunities to innovate and present ideas to improve our products and service I am open and positive to new ideas and ways of working which help the college I adapt to change positively I help my manager communicate change to others I learn from my mistakes and do things differently as a result Responsibility - we take personal responsibility for all we do. I set challenging goals for myself I deliver what I say I will deliver I take informed decisions which are within my control and hold myself accountable for them I take initiative and am proactive in all I do I constantly work to the best of my ability I work with integrity in the best interests of the College and its priorities Collaborative - we are collaborative, both across the College and with our stakeholders across the world. I build positive relationships with the people I work with I work collaboratively with others to deliver exceptional performance I always work for the greater good of the College I highlight behaviours which are inconsistent with the College standards I consistently live the College values I involve others in key decisions I take at work Prudent - we are prudent in our use of resources. I deliver excellent work and customer service with the resources available to me I am efficient with the resources I use I find effective solutions to problems I escalate issues quickly when resources are stretched I prioritise my work effectively I follow the rules at work so that I minimise risks to the College Professional development - we are committed to personal professional development that benefits the individual and the College.

6 I seek learning opportunities for my personal and professional development I support, encourage and help my colleagues to develop I put my learning into practice in my role I ask for regular and honest feedback on my performance and learn from what is said I create opportunities to share my knowledge within and across teams I know my areas of expertise and convey this with confidence to my colleagues The appointment is subject to proof of the attainment of any qualifications deemed essential to the post and used as a basis for shortlisting and selection. Failure to provide evidence of the required qualifications will result in the offer of employment being withdrawn. The Royal College of Surgeons of England is an Equal Opportunities Employer. June 2017