JOB DESCRIPTION 1. JOB IDENTIFICATION Job Title: Commissioning Project Manager Band: Band 6 Responsible to: Department & Base: Senior Manager - Tertiary & Community Contracted Services Commissioning/Finance, Newstead Date this JD written/updated: August 2010 Job Reference: SS757 2. JOB PURPOSE To project manage the Commissioning Programme and deliver a reduction in overspend from the commissioning budget of 25 million. The post holder will have delegated responsibility to lead and manage key stages of the programme to ensure that all projects are delivered to specification, on time and on budget through the application of a high standard of project management. To work closely with clinical and non-clinical staff to repatriate patient care safely back to the Borders by working with teams across the health board to redesign services or introduce new services to accommodate more patients being treated locally, within existing resources. The post holder is responsible for implementing and overseeing the programme across the organisational boundaries of social, community, primary, secondary and tertiary care.
3. ORGANISATIONAL POSITION General Manager - Acute Director of Finance Senior Manager Tertiary & Community Contracted Services Commissioning Clinical Leads 2 x Commissioning Project Managers THIS POST Commissioning Management Accountant Commissioning Officer Commissioning Assistant 4. SCOPE AND RANGE The post holder will Manage multiple projects as part of the commissioning programme Work with clinical services to repatriate activity from NHS Lothian and other providers and reduce the overspend from the commissioning budget of 25 million Actively engage with management, clinical leaders and frontline staff in changing systems and processes to improve local capacity Deputise for the senior manager when required Provide commissioning support to clinical boards and individual clinical teams Work autonomously in developing projects to sustain and develop local services Lead the development of commissioning policies and manage ECR s and contracting arrangements 5. MAIN DUTIES/RESPONSIBILITIES Service Change and Repatriation of Patient Services to Borders The post-holder will work with the Senior Manager to develop comprehensive project plans to deliver 2 million savings. Work directly with clinical teams to implement and change their processes and services in order to repatriate patient care safely back to the Borders, changing Consultant and GP referral patterns. This will involve coordinating a programme of service changes and working closely with Planning and Performance and Finance colleagues to write the business cases and gain support for proposed service changes.
The post holder will also need to negotiate amendments to the Service Level Agreements (SLAs) to reflect changes, i.e. repatriating services, with a view to maximise savings and efficiencies and reducing the financial impact of external providers costs on NHS Borders, in conjunction with operational, financial, planning and performance and operational colleagues. Delegated authority for budget management and limited authorisation Report progress to the Project Board, Clinical Boards and senior management meetings on a regular basis. Develop collaborative working relationships with Primary, Secondary and Tertiary care colleagues to agree and coordinate the implementation of repatriation plans. Line manage administrative staff and prioritise their workload to support the team and the delivery of the programme. Contracting Develop polices and procedures to manage extra contractual referrals and associated risks of high cost, low volume activity. Some policy development will be beyond the commissioning areas of responsibility and often across organisational boundaries. Analyse and present complex contractual data in an understandable and relevant way in order to performance manage the SLAs and contracts. Provide information and support negotiations with external NHS and private providers, agreeing tactics and ensuring that there is appropriate representation from financial, clinical, operational and information colleagues. Develop organisational expertise in contracting and service level agreements with external providers. Ensure the effective and efficient use of financial resources taking corrective action when required Leadership Deputise for Senior Manager in leading the commissioning team when necessary Represent NHS Borders at National and Regional service business planning commissioning projects and meetings. 6. SYSTEMS AND EQUIPMENT The post-holder is required to have a high degree of computer literacy in the use o Microsoft Office packages; Outlook, Word, Excel, PowerPoint, Access & Project The post holder must ensure that contract documentation is robust and manages down contractual risk effectively. Knowledge of local data systems and ability to research information from other Health Boards and organisations.
7. DECISIONS AND JUDGEMENTS The post holder will lead on a range of specific projects and will have a large degree of autonomy and self management of personal workload. They will manage and direct the workload of the team and deputise for the Senior Manager when required. The post-holder will support the Senior Manager to plan and implement a complex programme to deliver significant financial savings and necessary service redesign. The post holder will monitor performance against these plans and evaluate the work streams within the programme. The post-holder will take appropriate action to manage the performance of the team and ensure that the programme objectives are achieved. The post-holder will monitor the programme plans and escalate appropriate issues to the Project Board. The post-holder will be expected to resolve problems using their own initiative and provide a balanced, unbiased and well considered approach.. COMMUNICATIONS AND RELATIONSHIPS It is essential that the post-holder provides influencing, negotiating and persuading skills to establish a high degree of credibility to ensure the development and delivery of the programme. The post-holder will demonstrate skills of assertiveness and persuasiveness to implement change. The post holder will be line managed by the Senior Manager and will develop effective working relationships with a wide range of individuals. This will include regular communication with senior management, clinical leads, finance, performance and planning, support staff, patient and public representatives, patients, social work departments, other providers and other Health Boards. The post holder will be required to create and deliver formal and informal presentations to groups of 5 30 members. The information presented is often complex and contentious The post-holder will require the ability to analyse complex and often conflicting commissioning data. Also to interpret and communicate this information in a user friendly manner to involve internal staff and external contacts. Close liaison is required with Senior Managers and Clinical Leads. Priorities of this programme may conflict with other initiatives, the post-holder will be required to resolve these issues and overcome obstacles. The post-holder will be required to communicate performance against targets to the Project Board. Occasional patient contact will be required when managing ECR appeals and complaints. 9. PHYSICAL DEMANDS OF THE JOB Physical Travel within Borders and Scotland on an occasional basis Flexible working to meet deadlines, occasional requirement to work additional hours Mental To manage conflicting priorities and delegate effectively To manage an unpredictable work pattern and frequent interruptions for urgent requests
Ability to produce written reports and presentations at short notice Ability to interpret highly complex data and information from other Health Boards Ability to use own initiative and work with the senior manager to produce effective solutions Abilities to engage and involve colleagues in commissioning projects Emotional Supporting local staff and assist them in developing repatriation plans Change management skills and the ability to challenge established working practices. This can be demanding when there is reluctance to change or active blocking of new ideas. Manage and resolve inter-departmental conflicts 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB To influence and persuade clinical boards to understand, participate and deliver savings to sustain local services and reduce the commissioning overspend To provide evidence and ensure appropriate data is available to support senior clinical staff in influencing colleagues to make changes Establish robust project management working arrangements to deliver the commissioning programme Engage and motivate staff to repatriate activity and redesign services to accommodate this work. Working in a facilitative capacity to overcome blockages that inhibit progress Maintaining complex stakeholder commitment and relationships which are often hostile or threatened by change and achieve commitment to change across all sectors To influence change at all levels without direct management responsibility for service delivery Managing conflicting priorities and meeting tight deadlines To react positively and effectively to unexpected changes or opportunities to ensure the programme objectives are met To deputise for the senior manager when required To highlight areas of poor performance and suggest solutions to resolve issues in collaboration with the senior manager 11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Essential 1. Business management/clinical qualification at degree level or post graduate diploma or equivalent knowledge and experience 2. Have sound knowledge of recognised Project Management systems and have delivered projects through such methodologies e.g. PRINCE2 3. Experience of supporting clinical and non-clinical staff to deliver service changes. 4. Effective team leader and team player 5. Excellent communicator (both verbal and written). Be skilled in the presentation of reports and the use of information technology 6. Good IT skills (in particular have a good working knowledge of Microsoft Word, Excel, Project and PowerPoint) 7. Ability to interpret data and present information and ideas to assist clinical and nonclinical staff to make significant changes and savings.. Have a wide knowledge of the workings of the Health Service 9. Have excellent organisational and interpersonal skills with the ability to use highly developed analytical, influencing and negotiating skills across a wide range of staff 10. The ability to work to tight deadlines with conflicting priorities
11. Experience of managing staff 12. Demonstrate an ability to use initiative in solving complex problems 13. Experience of working across organisational and/or professional boundaries Desirable 1. Experience of managing contracts and developing Service level agreements 2. Knowledge of service redesign tools and techniques to create and evidence changes 2. Aptitude for formulating business plans 3. Experience of managing budgets and activity forecasting 4. Experience of secondary care commissioning
TERMS AND CONDITIONS Grade and salary: Hours of work: Annual leave: Public Holidays: Band 6-25,73-34,530 per annum Fixed Term for 6 months. 37.5 hours per week 27 days per annum Details of other types of leave entitlement (such as sick leave) are set out in the Agenda for Change handbooks. days per annum (pro rata) on dates designated by NHS Borders Details of other types of leave entitlement (such as sick leave) are set out in the Agenda for Change handbook. Superannuation: The post-holder is entitled to join the NHS superannuation pension scheme. Equal Opportunities: In NHS Borders, we believe that all staff should be treated equally in employment. We will not discriminate against any member of staff, or job applicant, on grounds of age, disability, gender, faith, race and sexual orientation Trade Union membership. Disclosure checks: We carry out criminal record checks on new staff who fall within certain staff groups within NHS Borders, through Disclosure Scotland. We send out Disclosure Forms to all shortlisted candidates for these staff groups, and ask for these to be completed and returned at interview. If a successful-at-interview candidate forgets to bring their completed form to interview, then they will be required to return the form (and proofs of identity) within 7 days, otherwise the provisional job offer will be withdrawn. Unsuccessful candidates forms will be shredded. The Rehabilitation of Offenders Act does not apply to this post. Mandatory Induction Standards for Healthcare Support Workers in Scotland: Your performance must comply with the Mandatory Induction Standards for Healthcare Support Workers in Scotland and with the Code of Conduct for Healthcare Support Workers (in line with CEL 23 (2010)), both subject to amendment from time to time, which are attached. If, despite ongoing support, you fail to adhere to the Standards or to comply with the code, your performance will be managed in line with the NHS Borders Management of Employee Capability Policy and could result in the termination of your employment with NHS Borders. Tobacco policy: We have a Tobacco policy in place. When selecting staff, we do not discriminate against applicants who smoke, but staff must observe our policy on smoking. Hepatitis B: We offer Hepatitis B immunisation through our Occupational Health Service (OHS). If you think you may be at risk of contracting Hepatitis B through your job, you should ask for this immunisation at OHS. If your work involves exposure-prone procedures, you must keep to the document Protecting Health Care Workers and Patients from Hepatitis B, and the NHSiS Management Executive Directive on this issue. You must be immune to Hepatitis B, and if you cannot prove that you are immune, OHS will investigate to find out whether you are Hepatitis B positive or not.
Health and Safety at Work: You must take look after the health and safety of yourself and anyone else who may be affected by what you do at work. You must also co-operate with us to make sure that we keep to legal and organisational safety regulations. You can get more information from the NHS Borders Health & Safety Adviser. The closing date for completed application forms is 5 pm on Wednesday 29 January 2014