Date: May 2016 Job Title : Project and Programme Manager Small projects Facilities Maintenance. Department : Facilities and Development, Waitemata DHB Location : Primarily based at North Shore Hospital campus and other Waitemata DHB facilities as determined from time to time. Reporting to : District Facilities Manager Direct Reports None Functional Relationships with : Internal General Manager Facilities and Development Project Managers Facilities and Development Facilities Management Team Facilities & Development Managers and Teams Chief Financial Officer Finance staff Sustainability Manager Compliance Manager Occupational Health & Safety Services Manager Facilities &Development Health & Safety Manager External External Project Managers Local Authorities and Compliance Agencies Specialist Professional Consultants/Contractors WDHB Contractors and Sub-contractors
Our Purpose, Values and Standards PROJECT AND PROGRAMME MANAGER At the heart of Waitemata DHB is our promise of better care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. Relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other.
Purpose of the role : To manage the programme and delivery of facilities management projects of up to approximately 1 million for the Facilities Management team, To formulate, organise, coordinate and monitor facilities maintenance projects across Waitemata DHB sites To initiate and deliver projects within budget and according to the approved timeline, resourcing and quality requirements following WDHB project delivery guidelines. KEY TASKS Project Management: Manage assigned projects to define, design, tender and delivery stage Completion of projects to agreed scope, quality, budget and time. EXPECTED OUTCOMES Scope & design projects by meeting with users to confirm brief, participating in user group meetings for the coordination of end to end project processes and identifying stakeholders to ensure their requirements are included within the design based upon best practice health guidelines. Prepare documents for pricing by external consultants and contractors, utilising the services of external architects and consulting engineers as agreed. Obtain pricing for projects in accordance with DHB guidelines and in compliance with the Government rules of sourcing. Preparation of DHB Funding & Business Case documents for project approval. Prepare contract documents including scope of services and all supporting documents. Obtain all necessary approvals, permissions etc. required for the project delivery. Lead and coordinate multi-disciplinary teams in the design, procurement and delivery of the projects to a defined program, timeline and budget. Ensure that the impact and scope change is fully understood and once approved is introduced and undertaken in a controlled manner. Identify to senior management and address emerging issues and disputes that may affect internal user groups, external contractors and consultants, so as to ensure that there is no
impact on project milestones and project delivery is not effected. Manage contractors and consultants for timely, complete and safe delivery of scope to expected quality. Regularly and effectively communicate with internal service users and members of the Facilities team and with external agencies or consultants. Manage the Project delivery to ensure delivery on time to programme and within budget Prepare monthly reporting to the District Facilities Manager and General Manager, using approved templates providing the status of the design, procurement, budget and timeline and escalated issues of the projects. Carry out regular reviews on the status of the design, budget and timeline (program) to ensure written and verbal reporting is accurate including keeping up to date records in the project database. Management Assist the District Facilities Manager, with service improvement; strategic and business planning Contribute to the overall service of Facilities and Development by: ensuring resources are used efficiently and effectively Priorities are met while operating according to the values of the DHB Manage programme by identifying work priorities and setting objectives, monitoring progress and outcomes and engaging external project managers as required to assist with the program delivery. Build relationships with key stakeholders across the DHB and externally Monitor the performance of contractors and consultants and take corrective action if necessary to deliver projects safely to expected quality. Organisational Compliance Follow established best practice Health and Safety and other policies and procedures to ensure the safety of self and others. Provide a high quality service, and contribute to quality improvement and risk minimisation activities. Comply with legislation and policies for risk management and legal compliance. Comply with WDHB Corporate Records Management policy requirement to create and maintain full and accurate records, including financial record
to track overall spend on Asbestos for the Board and Ministry, as required. Work in alignment with the Treaty of Waitangi principles of partnership, participation and active protection, and uphold tikanga best practice guidelines when working with Māori patients and their whānau. Know department emergency response plan, able to initiate an emergency response and participate in response as applicable to the role. Recognise individual responsibility for workplace Health & Safety under the Health and Safety at Work Act 2015 Contribute to a safe and healthy workplace at WDHB by: Following, implementing, monitoring & ensuring compliance with all H&S policies & processes Timely escalation of issues to Risk Register as required Planning, organising and managing H&S activities directed at preventing harm & promoting wellbeing in the workplace Ensuring a safe working environment & safe working practices through the Safe Way of Working H&S system Early and accurate reporting of incidents at work and raising issues of concern when identified.
PERSON SPECIFICATION POSITION TITLE: Project and Programme Manager Facilities Maintenance Projects. Minimum Preferred Qualifications Tertiary or trade qualification in engineering, construction management or property management Degree qualification in engineering, construction management or property management. Experience/Knowledge 10 years experience developing and delivering engineering projects in industrial or facilities environment. Can demonstrate that projects delivered include a variety of technical environments and coordinating with multi disciplined teams. Understanding of project drivers commercial, contractual and financial. Knowledge of engineering design, procurement, installation and commissioning management, and commercial contracting management Appreciation of licensing and compliance issues within a regulated environment Familiarity with facility design and construction projects Demonstrated successful history in undertaking Project Management of similar value for a minimum of 15 years. Skills/Knowledge/Behaviors Strategic and Operational Leadership - Identifies a desired Experience of and ability to apply the Treasury s Better Business
future state, aligns people in a common direction, establishes visible goals and reinforces behaviour through systems and rewards. Through leadership and effective management practices ensure day to day operations, within operational responsibility, are carried out in a manner that enables the Waitemata District Health Board to meet its contractual and legal obligations. Has a track record of delivering measurable results. Organisational Awareness - Monitors organisational systems, issues, culture, and the impact of decisions on other parts of the organization. Acts on problems and opportunities. Communication - Advanced written and verbal communication skills. Formal presentation skills. Ability to logically structure and convey ideas in a short time. Effective business case writing. Initiative - Proactively works to achieve goals beyond what is required. Judgement - Quickly assimilates disparate information and makes rational decisions based on logical assumptions and factual information that take into account organisational priorities, available resources, and values. Case Process A team player with the ability to motivate and coach people A style that develops trust and respect Intelligent, logical and quick to learn with the ability to be proactive, think through issues and identify solutions. Generates trust and is totally discreet, able to work in a collaborative and supportive manner Strong relationship skills Ability to build and maintain effective interpersonal relationships and effective communication skills Resourceful and resilient; able to cope under pressure. Ability to resolve conflict and make decisions The ability to challenge and question the status quo (i.e. processes and systems) and facilitate the development of innovative and workable performance improvements Sets the highest ethical and professional standards and leads by example in all interactions. Flexibility Ability to work across a range of disciplines and apply a
range of specialist skills to a variety of situations Technical/Professional Knowledge - Demonstrates a high level of current technical and professional skills, knowledge and experience, preferably with capabilities wider than a single specialty. Personal Attributes: Outcome focus Performance driven Quality and service driven Team oriented Self-motivated