Capital Planning Senior Project Manager

Job description

Job responsibilities

For the full overview, please see the attached job description.

Key Duties

Due to the nature of the post, the post holder will be on occasions required as necessary to work at weekends and in the evenings.

May be required to participate in Estates and Facilities On Call Management Rota

Communications and Relationships

To advise stakeholders on a number of options available in order to meet a project brief and to manage expectations in order to provide efficient patient care and demonstrate best practice and value for money. This may involve highly complex, sensitive or contentious information whereby the Project Manager will be tasked with obtaining agreement or cooperation for Project solutions that may not meet the Client Brief

To act as a point of contact for Trust staff, consultants, contractors and representatives of other bodies

To liaise with the contractors and/or representatives of user departments to ensure the smooth progress of building works and help to ensure that disruption to services in those departments is kept to a minimum.

To produce reports including programme/budget summaries with risks and escalations to Senior Managers, and the relevant Trust Boards to obtain approvals to proceed and funding.

Engage where necessary, the aid of external consultants for professional guidance and the design of schemes and specialised sections within the schemes and ensure that compliance with the Trust standing order procedures is carried out when engaging these Consultants.

Represent and/or negotiate on behalf of the Trust, with statutory authorities, Borough Councils and other professional bodies concerned with the schemes being undertaken.

Analytical and Judgement

To be responsible for providing information and recommendations to the Head of Capital Planning as part of the annual Capital Programme planning and the Estates five-year plan.

To monitor all areas of performance including design, technical information, compliance, programming and site management

Lead the Post Project Evaluation of the Capital Project.

To provide specialist knowledge across a range of works and building knowledge including all relevant construction related legislation, Health Building Notes and Technical Memorandum

In the event of an external contractor or professional consultant not performing the Project Manager will be responsible for following the procedures and processes to minimise the impact and risk to the project programme, finances and the Trust and will be directly responsible for liaising with the external contractor to resolve the issues.

Planning and Organisation

To consider, assess and manage the impact of each project on the Trust strategy.

Manage the transfer of services ensuring that all medical, paramedical, ancillary and FM contractors integrate smoothly and fully support the patient.

Liaising with maintenance managers and other estates managers concerning scheduling and the use of direct labour on schemes and for the specification of engineering plant.

Planning and management of moves for departments within the Trust, including liaison with other departments such as Estates, IT, Domestic Services and Portering.

To be responsible for ensuring a smooth integration with commissioning in respect of timescale and content

Policy and Service development/ implementation

To be responsible for updating departmental processes and procedures and to ensure successful implementation throughout the department.

To develop, monitor and review the Trust policies and standards relating to design, construction, procurement methods and performance.

Ensuring full compliance to statutory regulations inclusive of HTMs, HBNs

To implement legislation updates and amendments into Project processes and procedures and to partake in regular continued Professional Development training as necessary to the role.

Responsibilities for Finance and Physical resources

To ensure that schemes are brought in on time and on budget.

To ensure compliance with financial procedures and Standing Financial Instructions.

To have responsibility for budgets and be a signatory for cost centres as agreed with the Head of Capital Planning

To appoint and manage and be responsible for external professional consultants and contractors within an authorised budget as a Budget Holder within limits agreed with the Directorate

To procure services, building works and assets by selecting suppliers within delegated budgets. To ensure that the procurement arrangements represent best value for the Trust.

To identify cost pressures within individual projects and in conjunction with the Head of Capital Planning take action as appropriate.

Responsible for generation of Purchase Orders (PO) for services, and signing POs to an agreed delegated level of value.

Managing regular contractor and professional consultant performance reviews

To be responsible for co-ordinating the commissioning team activities, ensuring all relevant operational managers are involved in the commissioning process and have ownership of its objectives.

To motivate, develop, direct and support in-house labour, external consultants and contractors

To be directly responsible for and manage teams of external professional consultants as required for each project.

To provide guidance and leadership to Trainee Project Managers.

Review at regular intervals to ensure that statutory updates are incorporated into policies and procedures, and be responsible for updating the team

Information resources

To organise and produce regular progress minute meetings and reports with project teams including the production of initial scheme programme report to inform clients of progress etc.

To scrutinise and quality control all documentation including development drawings and specifications issued to the Trust by external professionals.

To Quality Assess and ensure that the technical manuals and operational policies for the new building are complete, compliant and formally handed over to operational management.

To be responsible for the production of design and tender documentation relating to all projects within the Project Managers portfolio of Capital Projects.

To produce a full suite of project documentation for all projects

To ensure building and hospital site plans are updated following project work, in both hard copy and computer (CAD) files with the Estates Information Manager.

To liaise with the internal audit directorate to ensure that proper procedures and audit trails are carried out throughout the management of schemes.

Quality

To manage and lead a portfolio of Capital Projects from project briefing through to completion of works on site.

To monitor the performance and information provided by external professional consultants and building contractors against relevant legislation, contracts, Health and Safety, project delivery, compliance issues and report back to the Head of Capital Planning, Divisional Leads and Procurement as and when necessary.

To set up and lead Capital Project boards in order liaise with clients and prepare design briefs to ensure quality and best value procedures for managing the schemes.

To record any derogations from Statutory and Non statutory Guidance and Regulations and to communicate and advise on these derogations with Clinical Leads, Divisional Leads and the necessary Trust Boards.

Physical effort

To support full site and building surveys and audits and preparation of manual and digital drawings, specifications and tender documents for a portfolio of Capital projects including the compliance of C.D.M. regulations which are required for construction and refurbishment schemes and all other statutory building and health building regulations

To conduct site visits during the works in line with Health and Safety requirements, to provide assurance of progress, montioring of adherence to policy/procedures and regulations and resolve issues

Mental/ Emotional Effort

To manage and perform with multiple deadlines and meet all pre-established timeframes.

To be responsible for managing external contractor and professional consultant grievances in line with Estates procedures and processes and the relevant governing institution (i.e. RICS, RIBA, CIOB, etc.)

Improving Diversity and Inclusive Recruitment:

As part of the Trust's aim to improve diversity across the Trust, positive action is being taken and all applications for this post from BAME, Disabled and LGBT+ candidates can request to be considered under an expanded Guaranteed Interview Scheme if they meet the minimum criteria as specified in the person specification for this role.

Applicants will be prompted in the application form to declare if they wish to be considered under this expanded Guaranteed Interview Scheme, and their response would be visible to the Shortlisting Panel.

If you have any queries about expanded Guaranteed Interview Scheme, please contact Rob Saunders (HR Manager - Recruitment) in confidence via email robert.saunders1@nhs.net

Person Specification

Qualifications

Essential

• Educated to degree level or equivalent experience in building services/ construction project management
• Project Management Qualification, such as PRINCE2, or APM

Knowledge and skills

Essential

• Proven knowledge of RIBA Plan of Work
• Presentation: being articulate and skilled in presenting complex ideas and proposals to others. Able to prepare and produce concise and insightful reports for a broad range of audiences, including Executive led Boards
• Skilled in the production of Project Documentation such as Gantt Charts/ Risk logs
• Knowledge of construction procurement methods
• In depth knowledge of CDM and Building Safety Act regulations
• Demonstrable successful delivery of project outputs to required time, quality and cost

Desirable

• Detailed understanding of NHS Trust regulatory requirements and performance expectations

Personal Qualities

Essential

• Actively promote a culture where by patients, staff, visitors and colleagues are treated with respect and dignity; lead by example
• Prioritisation: able to manage work of self and others to accommodate competing priorities and meet demands
• Motivating: ability to inspire confidence in staff across the organisation and to influence and negotiate at a senior level. Ability to motivate self and others and work autonomously as well as working effectively as part of the team

Desirable

• Experience of encouraging diversity of thinking as a means to promote positive change and fostering commonality

Experience

Essential

• Proven excellent project management skills and evidence of working in Capital Project management with over 2 years experience
• Significant experience of coordinating projects in challenging complex environment
• High level of computer-literacy: including creation and use of spread sheets, databases, charts, reports, presentations and data analysis in formats that will enable informed decision-making, working with a high degree of accuracy
• Experience in managing both construction contractors and external support consultants such as Contract Administrators

Desirable

• Demonstrable experience of working in the NHS acute sector
• Experienced in facilitating workshops, meetings and engagement sessions with multiple stakeholders
• Experience of working constructively with NHS clinical/operational and management teams
• Experience of using NHS information, benchmarking data and hospital information systems
• Experience of using Estates Information Management systems

Improving Diversity and Inclusive Recruitment

Essential

• As part of the Trust's aim to improve diversity across the Trust, positive action is being taken and all applications for this post from BAME, Disabled and LGBT+ candidates can request to be considered under an expanded Guaranteed Interview Scheme if they meet the minimum criteria as specified in the person specification for this role. Here you can declare if you wish to be considered under this expanded Guaranteed Interview Scheme and this response would be visible to the Shortlisting Panel.

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

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)