A project supported by the European Union s INTERREG VA Programme, managed by the Special EU Programmes Body.

Transcription

1 A project supported by the European Union s INTERREG VA Programme, managed by the Special EU Programmes Body. MACE (Breaking the Cycle) Children s Services Project Co-operation and Working Together (CAWT) is the cross border health and social care partnership, comprising the Health Service Executive in the Republic of Ireland and the Southern and Western Health & Social Care Trusts, Health and Social Care Board and Public Health Agency in Northern Ireland. Formed in 1992, CAWT s focus is on improving the health and social well-being of the resident population, through strategic and practical cross border collaboration. CAWT has recently been successful in securing significant European Funding to lead on the development and implementation of 4 strategic cross border projects in the areas of Acute Services, Population Health, Children s Services, and Mental Health Services in addition to being a partner on the mpower (Primary Care and Older Person s project) in association with NHS National Services Scotland. The MACE (Multiple Adverse Childhood Experiences)-Breaking the Cycle Project represents an exciting opportunity to develop a new approach to engaging with families with children aged 0-3 and that are at risk of not achieving their full potential. Supported by key Agencies the Project Manager will ensure the development and implementation of Multiple Adverse Childhood Experiences Screening Tools as well as education, awareness raising and promotion of the MACE approach. Tusla, the Child and Family Agency within the Republic of Ireland is also a partner in this project alongside the CAWT Partner organisations listed above. Key to the success of the Project will be : i)the development and application of the agreed Screening tools, ii) training of 500 individuals on the use of the tools and on creating ACE aware trauma informed communities ii) development and agreement of associated processes and pathways iii) developing and supporting the five cross border community networks to be developed as part of the overall project iv) matching of additional family support interventions to those with identified needs across the five cross border community network sites described within the project application. v)procurement and delivery of the identified interventions to 3,125 families The Project Manager will play a key role in delivering and achieving the project outputs as laid out in the MACE Project Letter of Offer We are seeking to recruit the following post immediately: CAWT EU INTERREG VA MACE (Breaking the Cycle) Project Manager Grade VIII (HSE/TUSLA) / Band 8A (HSCNI) We require a full time temporary Project Manager from as soon as possible for a period up to 31 st December 2021 initially. The base will be agreed with the successful candidate upon appointment. It is anticipated that interviews will take place week commencing 4 th March 2019 The closing date for the above posts will be: Friday, 8 th February 2019 at 3.30pm For further information and to apply for these posts please visit We are an Equal Opportunity Employer

2 PERSONNEL SPECIFICATION JOB TITLE AND BAND: CAWT EU INTERREG VA Project Manager Band 8a (HSCNI)/Grand VIII (HSE) DEPARTMENT / DIRECTORATE: CAWT MACE Project (Childrens Services) LOCATION: Based in the border region of Northern Ireland or Republic of Ireland. DATE: January 2019 Notes to applicants: 1. You must clearly demonstrate on your application form under each question, how you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria. 2. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form. Please note the Trust reserves the right to use any desirable criteria outlined in Section 3 at shortlisting. You must clearly demonstrate on your application form how you meet the desirable criteria. 3. Proof of qualifications and/or professional registration will be required if an offer of employment is made if you are unable to provide this, the offer may be withdrawn. ESSENTIAL CRITERIA SECTION 1: The following are ESSENTIAL criteria which will be measured at shortlisting stage and may be further explored at the interview / selection stage. You should therefore make it clear on your application form how meet the following criteria. Failure to do so may result in you not being shortlisted. Factor Criteria Method of Assessment Experience A degree or professional qualification at graduate level or equivalent AND have a least 3 years experience of successfully managing a similar Children s project/service (similar being of a similar financial scale or complexity*) in a middle/senior management role** OR Have at least 5 years experience of successfully managing a similar Children s project/service (similar being of a similar financial scale or complexity*) in a middle/senior management role** In addition to one of the above: Previous experience in a Social Care role which required collection, recording, reporting and interpretation of complex information from a range of sources. Shortlisted from Application Form

3 AND Previous experience of staff management. *Complexity is defined as role which includes budget management or contracts management and achievement of a wide range of objectives requiring a high degree of co-ordination and buy-in from a range of internal and external stakeholder organisations. **Middle/senior management role is defined as a role which required delivery of and accountability for performance improvements, planning and organising activity and working with both internal and external stakeholders. Qualifications/ Registration Include equivalencies where necessary Shortlisting from Application Form Other Hold a current full driving licence and have access to a car. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Organisation which will permit them to carry out the duties of the post Shortlisting by Application Form SECTION 2: The following are ESSENTIAL criteria which will be measured during the interview/ selection stage: Skills / Abilities Leading With Care Interview / Written Assessment Evaluating Information Connecting Our Service Sharing the Vision Engaging the Team Influencing for Results

4 Knowledge Candidates may be required to attend a preinterview assessment to test competence in the use of Microsoft packages, mainly for the collation and presentation of data. Interview / Written Assessment DESIRABLE CRITERIA SECTION 3: the following will ONLY be used where it is necessary to introduce additional job related criteria, and is dependent upon the number of applications received. You should therefore make it clear on your application form how you meet these criteria. Failure to do so may result in you not being shortlisted. Factor Criteria Method of Assessment Additional Experience Previous experience in the procurement of goods/services and/or managing commercial contracts. Shortlisting by Application Form Qualifications Project Management qualification. Shortlisting by Application Form If this post is being sought on secondment then the applicant MUST have the permission of their line manager IN ADVANCE of making application. WE ARE AN EQUAL OPPORTUNITIES EMPLOYER

5 JOB DESCRIPTION Job Title: Grade: Reports to: Accountable to: Base: CAWT EU INTERREG VA Project Manager Band 8a (HSCNI)/Grand VIII (HSE) CAWT Chief Officer CAWT Management Board In the border region of Northern Ireland or Republic of Ireland. A CAWT office will be identified by CAWT Chief Officer. CAWT Co-operation and Working Together (CAWT) is the cross border health and social care partnership, comprising the Health Service Executive in the Republic of Ireland and the Southern and Western Health & Social Care Trusts, Health and Social Care Board and Public Health Agency in Northern Ireland. Formed in 1992, CAWT s focus is on improving the health and social well-being of the resident population, through strategic cross border collaboration and the development and implementation of innovative and sustainable cross border health and social care services in partnership with the community and voluntary sectors. CAWT has recently been successful in securing significant funding to lead on the development and implementation of 4 strategic cross border projects in the areas of Acute Services, Population Health, Children s Services and Mental Health Services. CAWT is also a project partner in a project which seeks to transform Primary Care and Older People s Services which is being led by the Scottish partner, NHS National Services, Scotland. Please refer to the candidate information pack for further information on each of these cross border projects. Job Summary The Project Manager will lead the project management, development and implementation of one of the CAWT INTERREG VA projects on behalf of the CAWT partner organisations in Northern Ireland and Republic of Ireland and on behalf of TUSLA. The projects are highly complex and each involves a wide range of internal and external stakeholders and organisations across the regions involved (e.g.ire/ni). The projects seek to transform the way in which services are planned and delivered in Northern Ireland / Republic of Ireland. The CAWT Development Centre will provide support to the Project Manager across the functional areas of finance, project management, procurement, human resources and communications. The role includes: Responsibility for applying robust project management methodologies and systems and establish performance monitoring and review processes to ensure effective

6 management of the project on behalf of the Project Board. He/she will be required to provide evidence, analysis, assessment and confirmation that the project is progressing to plan and that targets set by EU funders and the Project Board are met, i.e. within planned timescales, cost and quality parameters set for each stage and the project as a whole as per project activity plans. He/she will be held to account for the successful delivery of the project by senior managers from CAWT, WHSCT, SHSCT, HSCB/PHA, Health Service Executive and Tusla (RoI) and other stakeholder organisations. Effective communication with a wide range of people at varying levels within the stakeholder organisations in relation to project implementation, activity and progress. He/she will require a high level of ICT/administrative skills and be competent at analysing large quantities of complex data summarising into a suitable format for Project Board and other stakeholders. Leading and managing engagement with a wide range and senior level of stakeholders, most of which are external to his/her own employing organisation. The post holder may face resistance to change and will be required to secure buyin to enable project implementation. This will require the post holder to ensure that the real benefits for all project partners are highlighted and understood in order to influence these groups. Responsibility for promoting, planning, developing and establishing a new or reformed cross border service/s to deliver the project outputs across the participating regions and project partner organisations, which effectively integrates and contributes to existing services. Ensuring that an evaluation framework is developed at the outset of the project and that relevant data and information is gathered consistently throughout the lifespan of the project to support the evaluation process. Responsibility for the management and coordination of resources (staffing and financial) required to deliver the complex range of project elements. Promoting the project by presenting at local, national or international events and conferences. Dealing with complex and challenging issues on a regular basis. He/she will be required to be solution focused and competent in dealing with directives, which may be conflicting, from a range of different organisations and individuals within different jurisdictions. Main Responsibilities 1. Develop and implement a robust implementation plan for the project for consideration and approval by the Project Board. Matrix manage the input to the project from the range of different partners to ensure that all project strands are co-

7 ordinated and that interdependencies are well understood and communicated to all stakeholders. Work with the Project Board to adjust the project plan to reflect changes in project activity and unforeseen risks. 2. Manage the overall project budget of approximately 5m, ensuring that funding is apportioned as agreed by the project board. This will involve having a clear understanding of all project activity with budget implications, keeping detailed and accurate records of all project expenditure, including forecast spend, committed and actual expenditure and advising the project board on cost planning linked to project activities. There are complex funding streams within the project with different associated deliverables which need to be understood and presented clearly to the project board. Ensure that CAWT Development Centre and Project Board receive budget updates as stipulated. 3. Manage the project s risk register and ensure that all relevant risk assessments are undertaken across all project activity. Identify and escalate project risks to the Project Board and work towards resolution of risks as deemed appropriate by Project Board. Update the risk register following Project Board s assessment of risk and follow up on actions assigned to owners or the various risks identified. 4. Support the Project Board in agreeing the activities required to enable achievement of project objectives, outputs and outcomes and advise on the resource requirements and priorities to support these project activities. 5. Establish effective relationships and networks with all project partners and relevant stakeholders to ensure that all elements of the project are closely aligned to priorities of the service and that required resources are identified. This will involve establishing early links with local community and service areas to ensure effective integration and implementation of project activity at local levels. 6. Matrix manage and provide support to local project teams within the community and project partner organisations in the development and implementation of project activity. Ensure that the project vision is well communicated and understood. Set targets and timescales within project plans and provide clear direction to ensure that project staff know what is expected of them. Monitor progress against plans and targets. 7. Contract Management of a large number of commercial contracts covering a wide range of delivery activity across up to the three jurisdictions. Ensure effective management of contracts in line with project partner organisations, SEUPB, DoF (Department of Finance) and other stakeholder standards. Hold providers to account for the contracted goods/services and highlight any emerging issues to the Project Board. 8. Ensure that there is adequate evidence (audit trail) of all project activity, including contract delivery, to satisfy SEUPB and DoF audit requirements. Ensure that all documents (written and electronic) relating to the project are retained for a period of 3 years after the year of the submission of the final project claim. 9. Manage project staff as set out in the agreed project structure, including setting objectives, developing personal development plans and reviewing performance.

8 Lead and motivate the team to achieve objectives and encourage a productive and harmonious work environment. Manage any staff performance issues. 10. Ensure effective delivery of project objectives, outputs and outcomes. This will include the following responsibilities: - Produce the Project Initiation Document including initial project plan, activities, timescales, milestones, risk log, communications plan, quality plan and budget outline to include spend targets. The PID must be developed with involvement of all relevant stakeholders as directed by the project board. - Manage all aspects of the implementation of agreed project activity including project initiation, identification of result areas, resource allocation and delivery of agreed targets. - Prepare and present quarterly Stage Plans, End Stage Reports, detailed budget reports, Risk Logs and Highlight Reports (if meeting between stages) to Project Board for approval. - Highlight immediately to the Project Executive, Project Board and CAWT DC finance team any deviations or potential deviations, which exceed the financial tolerance, set for the individual Stage or overall Project (+ or -). - Ensure that the CAWT Development Centre is kept informed of project progress by updating all relevant records, manual and electronic. This includes ensuring that all PRINCE2 documentation is completed in a timely and accurate manner. This also includes the completion of quarterly reports on the project funders Electronic Monitoring System (EMS) which requires detailed reporting to be completed and input by Project Manager on each of the project work packages and associated deliverables. - Ensure that all Project documentation is formally signed off by the Project Board. Formal sign off is defined through recording sign off in the minutes of meetings and then ensuring that those minutes are agreed by the project board (this can be done electronically). - Establish close links with all key stakeholders to carry out initial baseline research and develop options appraisals which will be used throughout the life of the project to inform project activity, monitor progress and contribute to the business case for sustainability of the service. - Develop policies and procedures relevant to the establishment and operation of the project. - Development and coordination of procurement processes to ensure that appropriate providers are secured to help deliver the projects. Link with CAWT Programme Manager, Project Board, Project Partner Procurement staff and other key stakeholders to develop specifications, identify potential suppliers, costs etc. Ensure adherence to EU and partner regulations regarding procurement activity.

9 - Support the CAWT Communications Manager (Communications Lead for the Project) in the delivery of the Project Communications Plan to promote the successful implementation of the project and its achievements whilst ensuring adherence to EU publicity rules and CAWT partner policies and protocols. This will include, among other activities, organising and managing events, making presentations to internal and external stakeholders, internal communications activities, development of patient/client case study material for publicity activity, support for media engagement activity. - Support CAWT finance team in effective budget monitoring and reporting systems by providing all relevant financial information regarding committed project spend. - Support CAWT finance team in preparation of claims for reimbursement by providing all relevant supporting documentation as laid out in INTERREG VA Programme Rules available to view on SEUPB website. Further detailed rules and requirements around this process will be included in CAWT s INTERREG VA Operational Guide. - Support service providers / local delivery teams in the development and management of their marketing and publicity activity ensuring adherence to EU publicity guidelines. - Work with relevant professionals from the partner organisations, Project Board members and CAWT s HR Manager to develop robust job descriptions and person specifications for all approved project posts. Ensure that all recruitment documentation is approved by all relevant project partner organisations prior to commencement of the recruitment process. Ensure adherence to EU and partner regulations regarding recruitment activity. - Manage day-to-day project activity which will require discussions and making decisions relating to resources, budget, specifications, recruitment, communications, staff issues, stakeholder concerns etc. 11. Develop a working knowledge of CAWT s INTERREG VA Operational Guide to ensure that all policies and procedures are applied correctly in management of the project. Seek advice from CAWT Development Centre where required. 12. Plan and prioritize own workload to ensure timescales are met and work is delivered to the expected quality standard. 13. Work with Project Board to agree data indicators for the project. This will involve consideration of the data requirements of the range of project stakeholders including EU Commission, Departments of Health, SEUPB, CAWT Management Board and Secretariat data requirements. 14. Develop and present high quality management information to inform decisions relating to the project. Develop and maintain adequate systems to monitor project activity and enable reporting of accurate, up-to-date and relevant information to all project partners. Liaise with CAWT s Programme Manager to ensure that information gathered satisfies CAWT s data requirements.

10 15. Contribute towards the development of research and evaluation tools (e.g. questionnaires) to collect and record information required to support project evaluation. 16. Regularly assess project progress against targets and report as required to the Project Board and individual project partner organisations. 17. Manage any required project change processes that are approved by Project Board, ensuring written approval is received from CAWT s Programme Manager prior to the implementation of any change. 18. Project manage other CAWT / EU-funded activities/projects as and when required. Unique and Challenging Features of this Post Managing the expectations, differing viewpoints and requirements of a range of internal and external stakeholders across different regions to ensure that project objectives are met and understood. Maintaining enthusiasm and momentum for the project within a range of internal and external stakeholder organisations in order to ensure that the project progresses to plan within timescales and to a high quality standard. Influencing and enabling change within key stakeholder organisations without having direct management responsibility for staff or service delivery. Responding positively to unplanned and frequent changes to project plans and priorities to ensure that project objectives are met to the satisfaction of project partners. Matrix management responsibility for a diverse and multi-disciplined range of partners and staff who, whilst operate concurrently, are based across separate jurisdictions. Responding to scrutiny and audit from a range of sources including the employing organisation, CAWT, SEUPB and DoF in relation to processes associated with the administration of public funds. Special Conditions 1. Regular travelling across the border region and possible occasional travel to England/Scotland/Wales will be associated with this post. 2. The post holder may be required to undergo relevant Garda/PSNI checks as required for the protection of young people and vulnerable adults by the CAWT partner organisations. This is a new post and the job description is neither definitive nor restrictive and may change to meet the needs of the project.

11 The project partners operate policies on smoking, alcohol and health.