Project Manager, Project Oak Clinical Documentation and eprescribing Grade VIII (Temporary) Job Specification & Terms and Conditions Job Title and Grade Project Manager, Project Oak Clinical Documentation and eprescribing Grade VIII (Temporary) St. James s Hospital Job Reference No. 39279/17 Salary Scale 65,812 76,720 Closing Date Friday 22nd December 2017 Proposed Interview Date (s) Taking up Appointment Location of Post Duration of Post Reporting Relationship Purpose of the Post TBA A start date will be indicated at job offer stage. St. James s Hospital 18 months Professionally accountable to Director of Informatics / Chief Medical Information Officer The Project Manager will manage all aspects associated with the Project Oak (Clinical Documentation and eprescribing) on a day-to-day basis on behalf of the EPR Steering Group and will be accountable to it for the Project Team and delivery of the Project. The Project Manager will have responsibility and be accountable for any direct budget allocated to the Project and any staff resources assigned from time to time. Project Aim and Background Project Aim: Extension of the hospitals current capabilities in the areas of digital documentation and eprescribing within the EPR and across the campus. This project is building on work previously completed in a number of areas such as the GUIDE clinic, Breast Care, and AHPs. The result will be a near complete electronic record for the majority of inpatient wards and outpatient clinics. This will provide a major development of the hospital s current EPR capability and bring the hospital very close to achieving HIMSS Level 6 with significant improvements in patient safety and quality of care. This project has been accepted and supported by the hospital board, building on in-house work done over the last 3 years. Background: In 2013 the hospital developed its strategy to achieve HIMSS Level 6, building on our existing solutions and national solutions such as NIMIS & MedLIS as appropriate. In the last 3-4 years the hospital has been progressing the expansion of its EPR functionality by in-house development within the system. This project, which has been fully supported by the hospital and the HSE, aims to progress this work at a pace. The go-live date is planned for October 2018. Over the next 12 months the content will be fully configured and deployed across the hospitals and will address the direct digital capture of the following directly into our EPR: Nursing Documentation including standard assessment, care forms and notes Physician documentation eprescribing for the direct ordering of medications using our existing CPOE solution. Principal Duties and Responsibilities The Project Manager s role encompasses a number of key roles: Project Management To act as the hospital s project lead on Project Oak and support the project governance structure as determined by the hospital steering committee, stakeholder group and sub-groups from planning to implementation, Lead the Project Team and manage the implementation of the project on a day-to-day NRS1315 Job Spec Page 1
basis directly with the Workstream Leads and on behalf of the Steering Group Draft and prepare project plans, monitor progress and highlight exceptions and any emerging issues Ensure the Steering Group are fully briefed on all implementation issues Monitor progress at agreed stages of the project Produce reports at various stages / maintain registers and logs Be accountable to the Steering Group for a successful implementation ensuring that the project is delivered on budget, on schedule and within scope Teamwork/Collaborative Working Lead the Project Team in ensuring that the Project requirements for the hospital are prepared and confirmed by the Steering Group; Review and update the project management team structure in conjunction with the Steering Group. Work closely with the Director of Informatics, and Clinical, Administrative, Workstream and ICT Leads in supporting change management tasks as appropriate; Be responsible for the management of staff in his / her area of responsibility; Build & maintain collaborative working relationships and communications with appropriate key hospital staff and the system vendor to ensure delivery of the project on-time and within budget; Quality & Risk Management Assist in the progression of a Benefits Realisation project surrounding Project Oak, implemented and outcomes against expected business benefits reported; Maintain the risk register ensuring project risks are identified, assessed and controlled throughout the project lifecycle Monitor progress and highlight to the Steering Group any exceptions and emerging issues that arise that may impact on the approved project plan Conduct impact analysis on any new or revised issues or risks that affect the projects desirability, viability or achievability against the original basis for approving the project. Communication Strategy To ensure an effective communication structure is in place Review and update the communication strategy accordingly throughout the course of the project in conjunction with the Communications lead for the project and the hospitals Comms function. System Design & Implementation Ensure the system is consistent with Hospital policies and supports the clinical and business requirements of the Hospital Ensure that any policies, guidelines and protocols required to support the system implementation and usage are developed as part of the project work Work with other project team members, the steering committee, key stakeholder agencies and the system provider to ensure the successful implementation and ongoing management of the system; Help drive the development of a change management program including supporting the major training programme surrounding the implementation. Undertake such duties as deemed appropriate by the Steering Group. Budgets and Business Cases Manage the project budgets as provided by the both the Hospital and the HSE as part of the overall project funding; Develop and provide funding reports to the EPR Steering Group and the HSE as required; Develop business cases for any additional project support as required; Liaise with the Director of Finance and the HSE ehealth Ireland team in relation to such aspects. NRS1315 Job Spec Page 2
PLEASE NOTE THE FOLLOWING GENERAL CONDITIONS: Employees must complete mandatory training at the prescribed intervals. All accidents within the Department must be reported immediately. Infection Control Policies must be adhered to. In line with the Safety, Health and Welfare at Work Act, 2005 all staff must comply with all safety regulations and audits. In line with the Public Health (Tobacco) (Amendment) Act 2004, smoking within the Hospital Grounds is not permitted. Hospital Dress Code must be adhered to. Provide information that meets the need of Senior Management. Eligibility Criteria Qualifications and/ or experience The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office. Candidates must have at the latest date of application the following key elements: 1) Have a third level qualification in ICT, Computer Science, Engineering or a related discipline. 2) Have a minimum of 5 years experience in a related ICT, service delivery, or project management area 3) Be experienced in all aspects project delivery and have a proven track record in implementing and delivering ICT related services in a large organisation. 4) Have experience in managing and leading ICT teams to deliver successful outcomes In addition to the above criteria, it would be desirable that the preferred candidate would have formal qualifications in the area of Project Management such as PRINCE 2. Health A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. Character Each candidate for and any person holding the office must be of good character. Post Specific Requirements Age Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs. Demonstrate the following: Experience in the management of complex projects Experience in change management and leading organisational change Experience of networking, liaising and negotiating with current and potential stakeholders Managing performance and quality. Have experience of staff and team management, involving appropriate delegation and supervision Skills, competencies and/or knowledge Demonstrate knowledge to carry out duties and responsibilities at an senior level Demonstrate the ability to plan and deliver the project in an effective and resourceful manner with allocated budget Demonstrate ability to manage deadlines and effectively handle multiple tasks Demonstrate the ability to be an effective decision maker NRS1315 Job Spec Page 3
Demonstrate the ability to champion a large scale organisational change, influencing positively all key stakeholders. Demonstrate the ability in bringing about change e.g. Evidence based practice change. Acts to enhance the development of others Demonstrate flexibility and openness to change and ability to lead and support others in a changing environment Demonstrate leadership and assertiveness and the ability to motivate others. Demonstrate ability to manage, motivate and develop staff to maximize performance at work Demonstrate the ability to foster a learning culture amongst staff and colleagues to drive continuous improvement in services to patients. Display effective communications and interpersonal skills including the ability to present to groups at all levels of the organisation. The ability to deal with conflict in an effective manner. Demonstrate ability to work effectively with multi-disciplinary teams Demonstrate the ability to establish and maintain caring therapeutic impersonal relationships with members of the multidisciplinary team. Demonstrate empathy and understanding Demonstrate understanding of, and commitment to, the underpinning requirements and key processes in providing quality patient centred care Demonstrate an ability to monitor and evaluate service performance and levels of care Campaign Specific Selection Process Ranking/Shortlisting / Interview A ranking and or shortlisting exercise may be carried out on the basis of information supplied in your application. The criteria for ranking and or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore it is very important that you think about your experience in light of those requirements. Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process. Particulars of Office 1) The appointment is Whole-Time, Temporary & Pensionable. 2) Annual Leave Allowance is 30 days per annum. 3) The person appointed must not give less than three months notice, in writing, of intention to resign. 4) Normal working hours will be 37 hours per week. 5) You will be required to work the agreed roster/on call arrangements advised to you by your line manager. Your contracted hours of work are liable to change between the hours of 8.00am 8.00pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement General 1) The Hospital Board will not be responsible for the loss or theft of personal belongings. 2) Fire orders must be observed and staff must complete fire training every 2 years 3) All accidents within the department must be reported immediately. 4) In accordance with the Safety, Health and Welfare at Work Act 2005, all staff must comply with all safety regulations. 5) St James Hospital is a smoke free Campus. Smoking is not permitted within the Hospital Buildings or on the grounds Proficiency in the English Language A level of proficiency in the English language is a requirement of all roles within St. James s Hospital. Proficiency in spoken English is assessed during the interview process. Health Infection Control & Hygiene A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service It is the responsibility of all staff across the hospital to ensure that infection control and hygiene standards are adhered to and maintained at all times. NRS1315 Job Spec Page 4
Confidentiality In the course of your employment you may have access to or hear information concerning the medical or personal affairs of patients and/or staff, or other health services business. Such records and information are strictly confidential and unless acting on the instructions of an authorised officer, on no account must information concerning staff, patients or their health service business be divulged or discussed except in the performance of normal duty. In addition records must never be left in such a manner that unauthorised persons can obtain access to them and must be kept in safe custody when no longer required. Enquires Mr. Neil O Hare, Director of Informatics, Email: nohare@stjames.ie, Phone: 01 416 2512 To apply for this position please forward a letter of application, clearly indicating job reference number, along with a copy of your C.V. to the Human Resources Directorate no later than Friday, 22nd December 2017 at 12:00 noon. Please ensure that you include details of a contact telephone number or an e-mail address on your application, email: humanresources@stjames.ie A panel may be formed from which future vacancies will be filled St. James s Hospital is an Equal Opportunities Employer NRS1315 Job Spec Page 5