Job responsibilities
To coordinate and manage the whole portfolio of the Director for People & OD, including, but not limited to:
Professional Leadership
- To line manage and take the lead for the personal and professional development of the P&OD Senior Team PA, ensuring a high-quality service and ways of working that enhance the reputation of the P&OD function.
- Overseeing and managing the administrative function by utilising a strategic understanding of the P&OD portfolio to ensure that this is reflected in the projects and meetings undertaken, and that support is directed to where there is the most need and urgency.
- Using proven team leadership skills to ensure that the communication within the Director for People & ODs office is robust and effective and that all feel well informed and supported.
- Strong written and verbal communication skills with the ability to write and compile Board level reports on behalf of the Director for People & OD and the Deputy Director for People & OD, applying strict quality assurance criteria, adherence to timescales and gathering and assimilating input from various sources.
- Oversight of reports for regulators and other external bodies, ensuring they are completed and submitted on time and to an appropriate standard including, but not limited to CCG, ICS, CQC and NHSE.
- Data collection and analysis, with the ability to interpret and apply in order to support initiatives within the Director for People & ODs office.
- Continual review of processes to ensure that the strategic direction of the People & OD Directorate is supported by the administration and project functions and planning, and that the values of the Trust are reflected within those processes and strategic planning.
- A thorough understanding of the work priorities of both the Director for People & OD and the Deputy Director for People & OD, bringing forward all information pertinent to objectives and priorities, with prompting.
- Working closely with and fostering a good working relationship with the Corporate HR and Finance Business Partners, undertaking collaborative projects when required.
- The post holder is expected to manage the co-ordination of staff appraisals, sickness absence, annual leave and all mandatory training compliance requirements for the senior teams of the People & OD office.
Business Change
- Support and oversee aspects of the P&OD Transformation programme, including monitoring progress and ensuring high quality communication and engagement with staff across the Department.
- To use persuasion, tact and influence to articulate conflicting priorities to a range of stakeholders, demonstrating analysis and application of quantitative and qualitative data to influence the desired project outcome.
- The ability to influence and persuade individuals from within and outside the immediate team, on the importance, direction and outcomes of projects.
- Monitoring and tracking project progress and reporting on such, and knowing who to go to, to clear blockages and when to escalate blockages to progress or deadlines at risk.
- Facilitating meetings and groups for relevant projects/service improvement work.
- Using own judgement and proven project management skills and methodologies to scope, plan and deliver projects within, and occasionally outside, the People & OD office portfolio, as directed by the Director for People & OD and the Deputy Director for People & OD. These projects could be within the P&OD Directorate or Trust-wide.
- Writing project briefs, where appropriate, which can include input from several teams, as well as project initiation documents (PIDs) and businesses cases for presentation at committees, and understanding the committee structure and how to navigate the project documentation through the various levels of authorisation.
- To work closely with the Trusts PMO function when the scope of the project requires dual PID preparation and support during its life cycle.
- To provide project support and advice to the teams within the P&OD Office, often taking the lead to ensure that initiatives and actions are driven through to completion.
Governance
- A detailed understanding of the Corporate Governance functions within the Trust and the responsibilities of the Director for People & ODs office within those functions.
- Ensuring that all Director for People & ODs team who have Board or sub-committee reporting responsibilities, are aware of what is expected and by when, and ensuring that they present ahead of the submission date for review and sign off.
- Responsibility for ensuring that the governance reports for the Board and its sub-committees for the Director for People & ODs office are prepared, quality assured and submitted to published deadlines.
- Ensuring compliance with Trust processes including, but not limited to the Risk Register, Policies, Appraisal and Mandatory Training (of staff in the Director for People & ODs office).
- Developing and managing business planning processes in P&OD that underpin the delivery of the Directorates priorities and objectives.
- To be responsible for compiling, prioritising, managing and maintaining business plans on behalf of the Director.
- Ensuring that there is robust support in place for the following meetings which currently fall with the People & OD Directors portfolio, including but not limited to:
People & OD Committee
People & OD Delivery Group
Pay Assurance Group
Health and Safety Committee
Equality, Diversity and Inclusion Steering Group
People & OD Department meetings
ICS and Regional meetings
- Ensuring all policies, risks, Datix reports, as well as appraisal and mandatory training compliance across P&OD and all the teams that report in to it are monitored, signed off and achieve the agreed level of compliance. Reporting on the status of such and escalating if not achieved.
- Raising risks and requisitions, waivers for items that breach the authorisation threshold, and provision of sickness and payroll information, such as variation forms, in a timely way.
- To maintain a rigorous governance framework and oversight of all People & OD related policies, ensuring they are updated and consulted upon in a timely way, recorded, stored and consistently presented.
Systems and processes
- Managing pay and non-pay resources, with a focus on streamlining, recurrent CIP/financial sustainability achievement and identifying opportunities for additional resources / funding streams
- Working closely with the Directors reporting in to the Director for People & OD to help them understand their budgeting constraints and to support with their planning and development functions. To support this, to attend their monthly and quarterly Finance update meetings alongside the Head of Corporate Finance.
- To have an overview of all the budgets that fall within the People & OD Directorate, to understand where cost pressures are, are likely to be and where resources can be reallocated if necessary.
- Develop and maintain high quality document management systems so that information is secure and accessible for those who need it. The post-holder will also help to build capability across P&OD in this area so that there is a consistent, effective approach adopted across the whole portfolio.
System, regional and national support
- Supporting the Director of People & OD, and the Deputy Director of People & OD, in all ICS, regional and national activity. Where the Director and Deputy hold lead roles in these environments, both chairing meetings and leading developmental activity, the post-holder will need to work and liaise with a wide range of external stakeholders.
Please see the attached job description and person specification for more information on the main responsibilities for this role.
