Job Description Template Medway Clinical Commissioning Group Job Title: Programme Manager Function: Quality Improvement Reports to: Director of MaSCOE Accountable to: Director MaSCOE Band: 7 Base: Pembroke Court Last updated: New August 2017 Job Purpose MaSCOE is an innovation and Improvement Science Team. The primary purpose of MaSCOE is to identify, adopt and spread innovation and best practice for population health benefit, focusing on improving outcomes to address inequalities and optimise public resource. MaSCOE offers a unique opportunity to bring together a coalition of partners into a joint venture to support system wide change across the health and Social care economy. We want to focus not on the what which is determined strategically by the Health and Wellbeing board but on the how. In particular advising and deploying evidence based change methods in partnership with system leaders. In addition to focusing on improving the health and wellbeing of Medway. The Programme Manager will be responsible for the day-to-day management of the Knowledge and Communications function. The function supports MaSCOE and its partners work, sharing the knowledge and learning from MaSCOE s work, which is a key driver of MaSCOE s long-term goal to be first class innovation and improvement science service across the South east by 2020. We need to build a digital media and designing programmes of work. Within the remit of this function, MaSCOE will also organise, host and facilitate a number of events in a growing calendar. The events explore innovation and improvement in quality and safety, bringing together people, locally and regionally to hear about health and social care system improvement. These events are an important part of our Business Plan. The Programme Manager will have specific knowledge of managing events to an exceptional standard, including developing exciting conference programmes for delegates, sponsorship opportunities, marketing materials and all other event related activities.
CCG Values and behavioural framework Our Values: 1. Respect 2. Open and Honest 3. Committed and Determined 4. Innovative The post holder is expected to uphold the CCG values and associated positive behaviour indicators. Organisational Chart: Director of MaSCOE Senior QI Advisor Senior QI Advisor Programme Manager Data Analyst Admin officer Project assistant
1. Communication and Relationship Skills Lead and manage MaSCOE s Knowledge and Communications systems with specific responsibility for leading and managing the delivery of all MaSCOE events Act as a key contact/communication link between the partners involved in the relevant projects and other external stakeholders and agencies. Will provide and receive highly complex information on behalf of the function. Communication will focus on highly complex multi-stranded information Communicate with senior NHS staff, national and international thought leaders, MaSCOE and its partners executives Provide leadership in setting timescales for successful project completion Act as an ambassador for MaSCOE s culture which is team-oriented, we all learn from and teach each other Develop and foster relationships with key contacts and team members and proactively manage these relationships such that members can count on reliable and knowledgeable support and information about projects Provide a high level of function knowledge and is able to act as an approachable source of knowledge to all staff Encourage and motivates all staff Provide and receive highly complex, highly sensitive or highly contentious information where developed persuasive, motivational, negotiating, training, or empathetic skills are required. This may be because agreement or co-operation is required or because there are barriers to understanding. For example, communicating sensitive and highly complex information about performance or change with a high level of sensitivity and diplomacy, challenging existing working practices where required, persuading and negotiating to achieve project outcomes. Develop cooperation with other teams involved in quality, safety or innovation projects Develop a programme plan, communications plan to communicate messages to partners 2. Knowledge, Training and Experience Highly developed specialist knowledge across a range of work procedures and practices, underpinned by theoretical knowledge and relevant practical experience: -Master s degree or equivalent experience -Significant programme management experience Event management experience Previous work experience in a professional environment Developing digital systems to support event and project management Prior project management experience Proficiency with office systems and computers Working knowledge of Microsoft Office, familiarity Experience working on a high-level strategic project
3. Analytical and Judgement Skills Analyse and make judgments on complex and multi-stranded situations and choose from a range of possible options without the benefit of precedent Advise and guide MaSCOE s senior team and partners on the possible implications of function work Analyse markets and audiences to test scope for new events Generate monthly reports for senior team Generate project specific reports at agreed time points in the projects lifetime Advise and guide the team on the possible implications of decision making and make judgments on how best to support such decisions which may change the dimensions of some aspects of the functions work Act as function specialist and be responsible for associated independent decision making Perform simple analyses to review project data, including presenting data in a variety of formats, bar charts, statistical process control charts Track data continuously to quickly resolve failures to meet project requirements and act accordingly to inform team members as appropriate To regularly interrogate and provide data from the information systems including appropriate analysis and creating reports as required To ensure that paper-based and computerised records and information are maintained in a way that allows up-to-date and timely information to be available 4. Planning and Organisational Skills Required to plan and organise a broad range of complex activities or programmes some of which are ongoing, which require the formulation and adjustment of plans strategies. Ensure that the project deliverables are met by the team and are consistent with MaSCOE and Medway CCG quality standards Responsible for project planning of MaSCOE s Knowledge and Communication work over a rolling 12-month period. The plans will be subject to change and review as the priorities and perspective of programmes develop/change. Specific responsibility for MaSCOE and partners event management Oversees knowledge & communication objectives and manages timelines Schedules and leads all project team progress meetings, pulling in specialists (Finance, IT, etc) as necessary. Applies skills and knowledge to react to unplanned situations Take an active role in developing policies and procedures and proposing changes as and when required Contribute to the development and continual improvement of the processes and systems.
Responsible for self-organisation/time management Prepares reports required by the partners and other stakeholders and agencies 5. Physical Skills Standard keyboard skills 6. Responsibility for Patient/Client Care; Assists patients/clients/relatives through incidental contacts This role supports others to improve patient care 7. Responsible for Policy and Service Development Implementation Key function of the role is to instigate and promote service change to follow and compliment the work of the function. Such changes will be wide ranging and will have an impact upon service provision across stakeholders involved in the function. Implements policies within own work area 8. Responsibilities for Financial and Physical Resources Manage and hold delegated project budgets Provide leadership to ensure projects are completed within agreed budget Authorised signatory for small payments in relation to the projects (e.g. authorised signatory for travel and day to day operational expenses) Define function scope, goals and deliverables 9. Responsibilities for Human Resources (HR) Responsible for the day to day management of the project assistants, this will include: work allocation, appraisal, performance management, initial stages of grievance and discipline, sickness management. 10. Responsibilities for Information Resources Perform simple analyses to review project data, including presenting data in a variety of formats, bar charts, statistical process control charts Track data continuously to quickly resolve failures to meet project requirements and
act accordingly to inform team members as appropriate To regularly interrogate and provide data from the information systems including appropriate analysis and creating reports as required To ensure that paper-based and computerised records and information are maintained in a way that allows up-to-date and timely information to be available Occasional requirement to use computer software to develop or create statistical reports requiring formulae. 11. Responsibilities for Research and Development (R&D) Regular requirement to undertake research and development activity: Take responsibility for own learning and development including identifying any areas of learning that might add to MaSCOEs knowledge To record processes as the project progresses and allow development of a pipeline to allow for future sustainability of the programme To lead surveys evaluation and audits using internal and external web based applications, particularly around MaSCOE s events Provide information and expertise for any staff member wishing to develop a new event 12. Freedom to Act The post holder will have autonomy to make decisions but will be guided by principles and broad occupational policies or regulations. Expected results and priorities are defined but post holder manages own workload and works independently and identifies the most appropriate way of working. 13. Physical Effort Physical Effort: Light physical effort - Combination of sitting, standing and walking. Frequent requirement to use VDU. Frequent event set-up, including AV equipment and exhibition stands 14. Mental Effort Frequent requirement for concentration where the work pattern is unpredictable 15 Emotional Effort Occasional exposure to distressing or emotional circumstances for example the post holder will be required to inform teams and individual s level of performance does
not meet required standards. 16. Working Conditions Office conditions Exposure to unpleasant conditions is rare 17. Corporate Accountabilities Equality and Diversity The post holder will comply with all policies and procedures designed to ensure Equality and Diversity of employment and services across the CCG. Standards of Professional and Business Conduct The post-holder will be required to comply with the CCG s Standing Orders and Standing Financial Instructions, and at all times deal honestly with the CCG, with colleagues and all those who have dealings with the CCG, including patients, relatives and suppliers. The post-holder will also be required to comply with the Code of Conduct for NHS Managers and/or the relevant professional Codes of Conduct. Control of Infection All staff whether clinical or non-clinical are required to comply with the Health Act 2006, Code of Practice for the Prevention and Control of Health Care Associated Infections. Therefore the post-holder is expected to keep patients, visitors, themselves and other staff safe by continuously reducing the risk of healthcare associated infections. Risk Management and Health and Safety The post-holder will ensure compliance with the CCG s risk management policies and procedures. These describe the CCG s commitment to risk management, the recognition that our aim is to protect patients, staff and visitors from harm, and stress that all staff have a responsibility to minimise risk. The post-holder will be required to observe local Health and Safety arrangements and take reasonable care of him/herself and persons that may be affected by his/her work. Governance Standards Comply with the relevant Governance Standards applicable to the CCG as communicated to the post-holder from time to time. Confidentiality To respect the confidence of patients, clients and their carers relating to their condition, their family and their financial and other circumstances and not to disclose any such information to others who are not authorised to have it, either within or outside the CCG. To abide by the CCG s Code of Conduct and Caldicott requirements in confidentiality at all times. Records Management
To maintain CCG and patient records (both paper and electronic) in accordance with CCG policies to facilitate clinical care and effective administration. Freedom of Information To provide advice and assistance to all persons who propose to make, or have made requests for information, and to ensure all requests for information are managed appropriately in accordance with CCG Freedom of Information procedures. Data Protection To comply with CCG Policies and the Data Protection Act in all respects, with particular relevance to the protection and use of personal and patient information. Security To comply with CCG policies to ensure there is a safe and secure environment that protects patients, staff and visitors and their property, and the physical assets and the information of the organisation. Safeguarding and Protecting Children and Vulnerable Adults All staff must be familiar with and adhere to NHS Medway Safeguarding Policies, procedures and guidelines for both children and vulnerable adults. This must be in conjunction with the Kent and Medway Safeguarding Children Procedures and Kent and Medway Safeguarding Vulnerable Adults Multi-Agency Policy, Protocols and guidelines. All Staff are required to attend mandatory safeguarding children and vulnerable adults training and updating relevant to their position and role.
Person Specification Post: Programme Manager Criteria Essential Desirable Assessment Method Qualifications Educated to master s degree level or equivalent experience A, I Programme/project Management qualification or equivalent experience Evidence of continued professional development Experience Significant experience in programme management Experience in organisational change and quality improvement initiative s Experience in working in NHS/ local Government operational settings A, I, P Experience in using social media and websites as key communication portals Proven ability to manage teams effectively Special knowledge / Expertise Specialist knowledge of programme management techniques A, I, P, Disposition, Adjustment, Attitude Commitment Highly effective communication skills Ability to rapidly build credibility with all levels of staff across the partner organisations, including senior managers and clinicians A, I Ability to provide and receive highly complex, sensitive or
contentious information, negotiate with senior stakeholders on difficult and controversial issues Practical / Intellectual Skills Flexible and adaptable to change High level of work organisation Self motivated Ability to organise own workload. The ability to communicate and lead. Ability to present and interpret data Excellent attention to detail A, I, P CCG Values Proficient in the use of IT eg Microsoft, excel, word, powerpoint Can provide clear evidence/examples of ability to adhere to CCG values: Respect Open and Honest Committed and Determined Innovative A, I Assessment method (A) application form, (I) Interview, (T) test, (P) presentation.