Project Manager CAFM Project (Fixed Term) EHA

Transcription

1 It is important to note that this job description is a guide to the work you will initially be required to undertake. It may be changed from time to time to meet changing circumstances. It does not form part of your contract of employment. Job Description for the post of: Project Manager CAFM Project (Fixed Term) EHA Responsible to: Accountable to: Head of Service Development & Assurance Head of Service Development & Assurance About Facilities Management Facilities Management is a multi-award winning team contributing to the continued success of a growing University business. We are committed to delivering success through customer care and focused upon the development of our team members through creating an environment in which individuals have opportunities for progression and become FM professionals. About this role Facilities Management at Edge Hill University are seeking an enthusiastic and experienced programme/project manager to undertake this new role which will be focused on the deployment of a CAFM system within Facilities Management. As PM you will report into the Head of Service Development & Assurance. The role is primarily autonomous as you will set your own priorities and manage the project and team appropriately. Regular status reporting to the Senior Management team is required and you will take ownership for appropriately escalating issues where necessary. You will need to quickly develop an understanding of the organisational needs as you will be responsible for the planning, direction and coordination of all activities to continually drive the project forward. You will have particular responsibility for managing all aspects of the implementation programme for the rollout of a new Computer Aided Facilities Management (CAFM) system across a number of services within Facilities Management to agreed specifications and timescales. You will effectively manage all stakeholder relationships and expectations including but not limited to Property Services, Customer Service, Finance, IT and the nominated vendor.

2 Specific Responsibilities. Project Planning & Control Manage and lead project engagements, including change control, issues lists management and reviews, risk and contingency management, documenting meeting minutes and issues, negotiating conflict resolution and managing scope creep. Manage and maintain appropriate governance for the project, ensuring the project is aligned to the FM strategic objectives. To ensure that there is robust project management and regular monitoring and reporting of progress, benefits, risk, issues and dependencies. Responsibility for creation and maintenance of project plans, through continuous consultation with task and resource owners. Be accountable for the accuracy and timeliness of the project plans. Ensure the scope of project is clearly defined, agreed and managed and develop systems/processes for the ongoing monitoring and assessment of progress. Be responsible for financial control of the project including project budgets, maintaining financial forecasts, monitoring actual expenditure against plan, management reporting, assessing risk and putting in appropriate contingency management. Accountability for the project documentation to include the business cases, project plan, highlight report and end project reports for the circulation to the relevant governance groups Responsibility for the creation and continued oversight of RACI Responsibility for the creation of the cut over plan and all associated tasks Responsibility for creation of the testing strategy and test plans working with Internal and external stakeholders Stress testing of the plan at key milestones and mitigation of any related risks that become apparent throughout the testing phases Establish objectives based on research governance and strategic policy. Project Delivery Manage the day to day operational aspects of the project and scope. Provide leadership to the project team throughout Lead the project and the team, through effective engagement and collaboration to an understanding of the key outcomes and how these will be delivered. Deliver a programme of implementation of CAFM in accordance with agreed scope, resources and timescales and where necessary adapting the plans accordingly and ensuring effective communication of any changes. Lead internal and external teams, ensuring timely completion of deliverables and task. Serve as gatekeeper of quality assurance through continued

3 inspection, highlighting any areas that do not meet desired outcomes and seeking swift resolution to such issues. Maintain pace and momentum by ensuring all task owners have clarity about what they are expected to deliver and when, maintaining focus via regular progress reviews Re-sequencing and re-prioritisation of tasks and activities within project plans to reflect actual progress being achieved to maintain adherence to critical path Proactive issue management and resolution. Manage issues using own judgement to assess which can be resolved personally and which need escalating and to whom. Formulate and communicate a recommended course of action, negotiating and influencing to ensure effective outcomes. Manage project risks. Identify all the risks in projects and autonomously or in conjunction with stakeholders identify a strategy for mitigating risks. Manage project change. Analyse and highlight the impact of any change requested in scope, resources or timescales on business cases. Manage project quality ensuring required standards are met regarding quality of final delivered solution and all its component parts Stakeholder Management Line management responsibility for Data Manager throughout the project Management of the vendor to ensure the vendor drives their own activities, shares dependencies and experience/knowledge Coordinate stakeholder group activity, ensuring that accurate accounts of meetings are produced and all information and resulting actions are clear and accessible to all stakeholders. Ownership and execution of project communications plans for both internal and external project communications after stakeholder analysis Manage and fulfil stakeholder expectations in accordance with business case justification Work with colleagues at all levels to ensure that each project strand is managed, staff are kept informed, issues and risks are monitored and the project steering group is regularly updated. To include the set up and management of working groups/tasks and finish groups as appropriate. To provide support, advice and guidance to decision makers and Service Area Managers on the management and implementation of the programme recommendations. Develop relationships with staff from all FM Service Areas to ensure colleagues are well supported in terms of change management. Other Liaise and work collaboratively with other project managers within IT and the University to share knowledge and best practice and to identify areas for improvement Ensure compliance with the University s Health and Safety Policy, local arrangements and relevant legislation

4 Any other duties as may reasonably be required, consistent with the grade of the post. Salary: Grade 9, 38,833-43,685 Hours: per week Candidates should note that they will be shortlisted based on information provided on the application form with regard to the applicant s ability to meet the criteria outlined in the Person Specification form attached.

5 PERSON SPECIFICATION Project Manager CAFM project EHA CRITERIA: Applicants should provide evidence of their ability to meet the following criteria: Qualifications Degree or other relevant PM qualification or equivalent work experience Experience and Knowledge Good knowledge of techniques for planning, monitoring and controlling programmes, including risk management. Experience of CAFM system implementation Demonstrate experience and knowledge of a recognised project management methodology Experience of working within Higher Education Institutes Previous experience working within Facilities/Estates Management and/or Property Services Proven experience of managing a complex and changing working environment across a range of areas, with the ability to meet deadlines and respond to unplanned situations and demands Significant stakeholder management experience Abilities and Skills Ability to understand financial information and experience of managing and monitoring budgets. Excellent communication, presentation and report writing skills Essential Desirable Assessment Method: A Application I - Interview P Presentation T - Test * A * A * A

6 Ability to develop and maintain effective working relationships with other members of the project management team, senior managers and third party partners and service providers. Ability to plan & work effectively to meet deadlines, keeping calm under pressure Effective influencing and negotiating skills Ability to think Strategically Innovative, creative and proactive with an analytical & solution oriented approach Other An awareness and understanding of Inclusion, Equality and Diversity in the workplace Evidence of a willingness to positively engage with continuing professional development appropriate to the role Evidence of a willingness to positively engage with and contribute to the Edge Hill University Performance Review & Development Scheme