POSITION DESCRIPTION APAC Project Manager Ko Awatea Date Reviewed: February 2016 Position Holder's Name: Position Holder's Signature:... Manager / Supervisor's Name: Manager / Supervisor's Signature: Date: February 2016
PURPOSE OF THE POSITION This position is responsible for specific projects streams within Ko Awatea, ensuring timescales are met, reporting is completed and plans are followed. This position is to support the programme team strategy by working to the delivery of project workstreams that are planned, facilitated, implemented and evaluated within specific tolerances of time, cost, quality, scope, risk and benefits. The initial piece of work will be focused around the APAC Forum 2016/17. PLACE IN THE ORGANISATION CEO Director Ko Awatea General Manager Commercial Lead APAC Lead Project Support/Events Manager (1.0 FTE) Marketing Assistant /Copywriter (0.4FTE)* Project Manager (1.0 FTE) Project Administrator (1.0 FTE) NATURE AND SCOPE OF RESPONSIBILITIES Key Accountability Project delivery Standards / Achievements Support and development of project work packages / plans that clearly define scope and align to the objectives, deliverables and milestones
Key Accountability Standards / Achievements To be involved in the planning, and implementation of the interventions within the work stream. Plan, execute and complete project according to deadlines and budget Plan and schedule project timelines and milestones using appropriate tools Obtain appropriate approvals to proceed at predetermined milestones Proactively manage changes in project scope, identify potential issues and devise contingency plans. Ensure effective communication Written communication and correspondence with leadership/working groups, stakeholders, contractors and/or consultants when/as required. Identify and manage risks to the success of the project. Project Reporting Manage and provide the key reporting requirements to management and key stakeholder groups. Relationship Management Manage the relationships with key stakeholders both inside the organisation and externally. CULTURAL SAFETY Assist and manage budget proposals and recommend budget changes where necessary and escalate risks and budget. Maintains effective relationships with patients/clients, customers, peers and the employer, and encourages collaboration and effective group interactions. Commitment to the principles of Treaty of Waitangi Respect, sensitivity, cultural awareness is evident in interpersonal relationships. Honouring Cultural Diversity Our cultural differences are acknowledged by respecting spiritual beliefs, cultural practices and lifestyle choices. Utilise Information Technology Demonstrates ability to access and use available clinical information systems. Is familiar with all Microsoft software Is conversant with applications required for specific discipline/role e.g. PIMS, Concerto, Outlook, etc. Maintains own professional development by attending relevant IT educational programmes.
COMMUNICATION AND INTERPERSONAL SKILLS Will be required to interact on a regular basis with a range of CMDHB/ Ko Awatea staff members including: Staff relevant to the specific project Programme Manger Executive leadership Team General Managers Externally there will be contact with: Identified stakeholders relevant to stream of work Commercial entities, suppliers and conference organisers Situations may often call for tact, diplomacy and will require information to be handled in a discreet and sensitive manner. In conflict situations will be required to exercise sound judgement, negotiation and persuasiveness skills, toward facilitating a workable outcome. PROBLEM COMPLEXITY Will be regularly challenged by a wide range of issues and risks related to specific projects There will be a requirement to be able to prioritise issues and negotiate time frames, while still providing a quality customer service. The range of problems will be diverse and require solutions customised to meet the circumstances of the client. Therefore opportunities will arise to provide innovative options to the client based on proven outcomes. There will be demands to meet deadlines, maintain accuracy and quality of information. Failure to do so could impact on the organisation in terms of strategic delivery Will refer to the APAC Lead for advice or a second opinion. SCOPE FOR ACTION Is empowered to make decisions or recommendations relating to the tolerances within the project scope. Are encouraged to use initiative and problem solving skills to develop innovative approaches to issues. Discretion is required to be exercised in releasing confidential information to the appropriate parties. DIMENSION OF THE POSITION Will be responsible to the APAC Lead for the achievement of agreed objectives. Operates within the confines of Counties Manukau District Health Board.
POSITIONS REPORTING Directly: Nil Indirectly: Nil PERSON SPECIFICATIONS Minimum Qualification Tertiary qualification in either health, and/ or project event management Experience Minimum 3 years experience in health sector Skills/Knowledge/ Behaviour Project management experience Continuous Quality Improvement experience Experience in implementing or being actively involved in change in a complex environment Skills in leading, managing and motivating others Critical thinking and problem solving skills Excellent organisational skills Evidence of ongoing professional development Understanding of the Treaty of Waitangi High level verbal and written communication skills Current NZ Driver s license Personal Qualities Well developed interpersonal skills Goal oriented and sets high standards Develops positive working relationships Preferred Project management qualification Event management Qualification in event management or marketing
Displays drive and energy Persists in overcoming obstacles Proactive and displays initiative Is flexible HEALTH AND SAFETY ACCOUNTABILITIES (Management roles) Health and Safety (H&S) is a key accountability of all Counties Manukau Health (CM Health) staff. All CM Health Managers are responsible to: Zero harm Engage in safe workplace practices and manage the health and safety of your employees and other people in the workplace Engage in safe work practices Ensure all Incidents involving staff are reported, investigated and any corrective actions are completed and closed off when completed in the Incident reporting system in line with CM Health Policies and Procedures Ensure all corrective activities are completed and controls are reviewed after incidents Ensure all staff are Inducted/Oriented to the division/service/work area and recorded in the OneStaff database and participate in Occupational Health and Safety matters Risk management Manage all hazards, risks and incidents in the workplace by identifying, evaluating, reporting and controlling them effectively by maintaining a Hazard and Risk Register that is reviewed and kept up to date on an ongoing basis Stop work where there is an immediate risk of serious harm and escalate to the appropriate manager Maintain Occupational Health of employees due to workplace hazardous exposures Safety Management System Requirements Ensure you and the employees understand and follow CM Health s Occupational Health and Safety policies and Health and Safety regulations, what your responsibilities are under the policies and implement these requirements effectively into your work area Manage the work area s risk profile and how these relate to the corporate risk profile and implement and resource mitigation controls Engage your employees to participate in Occupational Health and Safety
matter. Work safely Report for duty in a fit state, free from the influence of alcohol or other drugs Provide and wear the necessary Personal Protective Equipment for yourself and your staff when undertaking specific activities, or when in nominated areas Ensure procedures are in place for clinical and plant equipment to be operated safely Participate in relevant safety training, manage and maintain safety related competencies for yourself and your employees Be in possession of required and current Certificates of Competency (If relevant to your position)