East Kent Hospitals University NHS Foundation Trust

PMO Operations Manager

Information:

This job is now closed

Job summary

The Programme Management Office is responsible for overseeing the successful delivery of the Trust's Cost Improvement Programme (CIP). Enabled by the PMO, the trust has made significant progress in the current financial year and we are on track to achieve a significant reduction in the Trust's deficit. The Trust's long-term Financial Sustainability Plan sets the direction for future years with opportunities that include improvements to the patient pathway through; better accessibility to elective services, optimal testing to support diagnosis, and improved patient flow which will both support accessibility for inpatient beds and aid discharge to the most appropriate destination to enable the best outcome for our patients. Our work requires close partnership working including through the integrated care system and also our subsidiary partnerships. We will work to ensure we are delivering value for money to the taxpayer without compromising on patient care and this will include looking at how we work most effectively and harnessing digital solutions, as well as standardising consumables. Our multi-year capital programme runs in tandem with the Financial Sustainability Plan and is set to deliver improvements in our infrastructure in a more cost-effective way. As one of the top priorities of the Executive Team, the PMO team is building its capacity and capability to seize these opportunities and therefore a fantastic time to join the team and be part of this exciting next phase.

Main duties of the job

Core PMO objectives include:

Working in Partnership: Developing high performing, interdisciplinary partnerships with all levels of each Care Group that ensure momentum is maintained, issues addressed proactively and that there remains a steady stream of pipeline opportunities.

Strong Executive Engagement: As trusted advisers to the Trust leadership, through Fortnightly Executive sponsor meetings, weekly cabinet meetings chaired by the Chief Executive the PMO ensures that risk and issues can be quickly escalated and resolved.

Clear Standards and Governance: Putting in place best practice Project and Programme Management standards and robust governance that provides assurance over the impact of interventions against objectives and impacts on quality.

Sound Financial Methodology: Working closely with Finance Leads, PMO leads and the nominated SROs for each scheme to ensure there is a defined and agreed methodology underpinning the monthly quantification of delivered savings.

Timely Reporting: Lead on the completion of regular and high-quality reporting that is distributed to the wider organisation to ensure efficiency and productivity remain a Trust wide focus.

About us

We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference'. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day.

Details

Date posted

06 December 2024

Pay scheme

Agenda for change

Band

Band 8a

Salary

£53,755 to £60,504 a year per annumn

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

344-4078COR

Job locations

Kent and Canterbury Hospital

Ethelbert Road

Canterbury

CT1 3NG


Job description

Job responsibilities

As the PMO Operations Manager you will be involved in all of the areas above, providing the organisation and coordination that underpins the overall effectiveness of delivery.

The work of the team is fast paced, dynamic with a high level of senior interest. Therefore, to be successful in this role we are looking for someone who is organised and can stay abreast of a wide range of topics, communicate complex issues (quantitative and qualitative) clearly and with impact and build trusting relationships at all levels.

Reporting directly to the Head of the PMO, the postholder will be responsible for:

Programme Planning

Proactively manage and maintain the savings development pipeline by working with all PMO team members, Care Groups and Executive Sponsors to identify and capture opportunities. Use the pipeline to provide regular updates to the Financial Improvement Programme Board or other forums as required.

Maintain portfolio delivery map and critical path to monitor progress. Recognise and track interdependencies across projects and recommend how resource could be allocated to optimise the achievement of objectives.

Take an active role in developing new projects to improve efficiencies.

Proactively review, analyse and prepare workstream reports (with data analysis) for the Financial Improvement Programme Board, Care Groups and ad hoc analysis as required.

Identify and monitor risks (threats and opportunities), planning and implementing responses to them and supporting the identification of other issues that may impact the financial improvement programme.

Support the Head of PMO in planning and organising complex improvement programmes.

Governance and Reporting

Develop and maintain the whole suite of PMO assurance processes including reporting and tracking tools

Establishing a clear governance framework and reporting regime aligned to objectives of the PMO. Co-ordinate reporting from a range of sources and provide analysis of performance for review by governance bodies.

Manage the Quality Impact Assessment process on behalf of the Board ensuring full compliance. Each cost improvement project requires a Quality Impact Assessment that has been reviewed and approved by the Chief Nursing and Midwifery Officer and Chief Medical Officer.

Develop and maintain the Programme Management Office control assurance documents.

Create reports on the progress of the financial improvement pipeline and delivery to be reported at different forums including: Finance Improvement Board, Finance and Performance Committee and Internal Audit and Governance Committee.

To work closely with agreed finance colleagues to ensure year to date delivery of financial improvement schemes are captured in PMO reporting.

Project Delivery and Assurance

Liaise with Finance Managers to ensure project finances and savings logic reconcile with financial values captured in the savings opportunity pipeline.

Ensure adherence to PMO processes, providing guidance to executive leads, programme / project managers and operational leads around compliance including Project Documentation, Quality Impact Assessments, workstream status reporting and risk/issue management.

Assist and advise individuals and teams as to the best use of project management disciplines and approaches within a fast-paced delivery environment.

Deliver cost improvement delivery assurance training sessions to managers, clinicians and other stakeholders.

People and Leadership

Act as a reference point for the PMO and queries associated with the Cost Improvement Programmes.

Communicate and build commitment to a shared vision and sense of purpose. Support business areas to take decisions independently and take the lead in their area of expertise.

Map stakeholder interest and influence to determine priorities for engagement and communication. Communicate regularly and engage in debate to resolve issues and differences between stakeholders and to challenge assumptions.

Share lessons learned and best practices across programmes, building relationships with stakeholders and brokering relationships at all levels.

Fulfil line management responsibilities in line with Trust policies and procedures.

Job description

Job responsibilities

As the PMO Operations Manager you will be involved in all of the areas above, providing the organisation and coordination that underpins the overall effectiveness of delivery.

The work of the team is fast paced, dynamic with a high level of senior interest. Therefore, to be successful in this role we are looking for someone who is organised and can stay abreast of a wide range of topics, communicate complex issues (quantitative and qualitative) clearly and with impact and build trusting relationships at all levels.

Reporting directly to the Head of the PMO, the postholder will be responsible for:

Programme Planning

Proactively manage and maintain the savings development pipeline by working with all PMO team members, Care Groups and Executive Sponsors to identify and capture opportunities. Use the pipeline to provide regular updates to the Financial Improvement Programme Board or other forums as required.

Maintain portfolio delivery map and critical path to monitor progress. Recognise and track interdependencies across projects and recommend how resource could be allocated to optimise the achievement of objectives.

Take an active role in developing new projects to improve efficiencies.

Proactively review, analyse and prepare workstream reports (with data analysis) for the Financial Improvement Programme Board, Care Groups and ad hoc analysis as required.

Identify and monitor risks (threats and opportunities), planning and implementing responses to them and supporting the identification of other issues that may impact the financial improvement programme.

Support the Head of PMO in planning and organising complex improvement programmes.

Governance and Reporting

Develop and maintain the whole suite of PMO assurance processes including reporting and tracking tools

Establishing a clear governance framework and reporting regime aligned to objectives of the PMO. Co-ordinate reporting from a range of sources and provide analysis of performance for review by governance bodies.

Manage the Quality Impact Assessment process on behalf of the Board ensuring full compliance. Each cost improvement project requires a Quality Impact Assessment that has been reviewed and approved by the Chief Nursing and Midwifery Officer and Chief Medical Officer.

Develop and maintain the Programme Management Office control assurance documents.

Create reports on the progress of the financial improvement pipeline and delivery to be reported at different forums including: Finance Improvement Board, Finance and Performance Committee and Internal Audit and Governance Committee.

To work closely with agreed finance colleagues to ensure year to date delivery of financial improvement schemes are captured in PMO reporting.

Project Delivery and Assurance

Liaise with Finance Managers to ensure project finances and savings logic reconcile with financial values captured in the savings opportunity pipeline.

Ensure adherence to PMO processes, providing guidance to executive leads, programme / project managers and operational leads around compliance including Project Documentation, Quality Impact Assessments, workstream status reporting and risk/issue management.

Assist and advise individuals and teams as to the best use of project management disciplines and approaches within a fast-paced delivery environment.

Deliver cost improvement delivery assurance training sessions to managers, clinicians and other stakeholders.

People and Leadership

Act as a reference point for the PMO and queries associated with the Cost Improvement Programmes.

Communicate and build commitment to a shared vision and sense of purpose. Support business areas to take decisions independently and take the lead in their area of expertise.

Map stakeholder interest and influence to determine priorities for engagement and communication. Communicate regularly and engage in debate to resolve issues and differences between stakeholders and to challenge assumptions.

Share lessons learned and best practices across programmes, building relationships with stakeholders and brokering relationships at all levels.

Fulfil line management responsibilities in line with Trust policies and procedures.

Person Specification

Other requirements

Essential

  • Ability to travel between trust sites in a timely manner

Qualifications and Training

Essential

  • Evidence of knowledge and experience of the key technical competencies of the role; Cost improvement methodologies, Project and Programme Management, Financial Management
  • Track record of successful application of technical experience to deliver positive outcomes

Desirable

  • Formal PPM qualification(s) from industry recognised bodies.

Skills and Experience

Essential

  • Experience of leading and/or implementing and evaluating organisation wide transformational projects.
  • Experience of producing management information reports from multiple, complex data sources.
  • Track record of delivering against programme and project management objectives, achieving key organisational targets within tight timelines.
  • Able to make informed decisions and judgements involving a range of facts or situations requiring analysis or comparison of a range of options.
  • A history of strong stakeholder management skills from floor to board and strong people skills (building trust).

Desirable

  • Experience of working in a Programme Management Office.
  • Involvement in similar cost improvement or efficiency programmes.

Personal and Professional Attributes

Essential

  • A leader able to motivate teams to succeed
  • Highly motivated and dynamic individual, able to work flexibly in a fast-paced environment and hold themselves (and the PMO team) to account for achieving tangible result. He or she will demonstrate an appetite for learning and self-development.
  • Strong presentational and inter-personal skills with the ability to communicate at all levels, working on a wide-range of challenges simultaneously, to demanding timescales
  • Support and role model the Trust's values and behaviours
  • Experience of managing staff and leading staff development
Person Specification

Other requirements

Essential

  • Ability to travel between trust sites in a timely manner

Qualifications and Training

Essential

  • Evidence of knowledge and experience of the key technical competencies of the role; Cost improvement methodologies, Project and Programme Management, Financial Management
  • Track record of successful application of technical experience to deliver positive outcomes

Desirable

  • Formal PPM qualification(s) from industry recognised bodies.

Skills and Experience

Essential

  • Experience of leading and/or implementing and evaluating organisation wide transformational projects.
  • Experience of producing management information reports from multiple, complex data sources.
  • Track record of delivering against programme and project management objectives, achieving key organisational targets within tight timelines.
  • Able to make informed decisions and judgements involving a range of facts or situations requiring analysis or comparison of a range of options.
  • A history of strong stakeholder management skills from floor to board and strong people skills (building trust).

Desirable

  • Experience of working in a Programme Management Office.
  • Involvement in similar cost improvement or efficiency programmes.

Personal and Professional Attributes

Essential

  • A leader able to motivate teams to succeed
  • Highly motivated and dynamic individual, able to work flexibly in a fast-paced environment and hold themselves (and the PMO team) to account for achieving tangible result. He or she will demonstrate an appetite for learning and self-development.
  • Strong presentational and inter-personal skills with the ability to communicate at all levels, working on a wide-range of challenges simultaneously, to demanding timescales
  • Support and role model the Trust's values and behaviours
  • Experience of managing staff and leading staff development

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

East Kent Hospitals University NHS Foundation Trust

Address

Kent and Canterbury Hospital

Ethelbert Road

Canterbury

CT1 3NG


Employer's website

https://www.ekhuft.nhs.uk/patients-and-visitors/ (Opens in a new tab)

Employer details

Employer name

East Kent Hospitals University NHS Foundation Trust

Address

Kent and Canterbury Hospital

Ethelbert Road

Canterbury

CT1 3NG


Employer's website

https://www.ekhuft.nhs.uk/patients-and-visitors/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Interim Head of PMO

Megan Murphy

megan.murphy15@nhs.net

Details

Date posted

06 December 2024

Pay scheme

Agenda for change

Band

Band 8a

Salary

£53,755 to £60,504 a year per annumn

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

344-4078COR

Job locations

Kent and Canterbury Hospital

Ethelbert Road

Canterbury

CT1 3NG


Supporting documents

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