Head of PMO - Band 8c

Job responsibilities

ROLE PURPOSE / SUMMARY

The Mid & South Essex Integrated Care System will comprise the Integrated Care Board (ICB), which is the statutory body for the NHS, and & the Integrated Care Partnership (ICP), which is a committee of the ICB, and & brings together key health, care, community and & voluntary sector organisations across the area.

The ICS has a bold ambition to deliver improved outcomes for our 1.2m population through our four Alliances, and & we are placing clinical & professional leadership & the voice of our residents at the heart of realizing this ambition.

This post resides within the Digital and Data directorate who are responsible for ensuring that digital technology fully supports the integration of health & care services across the ICP- putting residents at the centre of their care. The Digital & Data directorate leads system-wide activities to transform the use of digital & data to support a modern & sustainable health and care system. The directorate brings together both local authority & health needs into a common single approach for the system, which is underpinned by organisational specific priorities.

Together this directorate will:

• Lead system-wide action on data and digital - to put in place the technology and data architecture that will support the integration of health and care services, putting citizens at the centre of their care.
• Develop Business Intelligence services in line with the agreed roadmap and so as to facilitate the development of a virtual directorate harnessing stakeholders various needs and diverse capabilities.
• Address the tech debt in the system by moving towards common digital environments and ensuring access that works for staff across our system, creating and maintaining a warranted environment specification that all partners can move towards.
• Ensuring there is common interoperability consideration in place so we avoid creating additional siloed information.
• Improve the Digital and Data Maturity across the ICS in line with the What Good Looks Like Framework.
• Ensure the timely and appropriate management of Freedom on Information requests in line with national guidance and recommendations.
• Provide a CCIO function with dedicated Clinical input from our primary care workforce to drive up adoption of solutions and work as part of the practitioner group which is being established across the ICS.
• Deliver programmes of work that will accomplish required efficiency savings system-wide by 2024/25 (Within defined staff / spending / activity envelopes).

In support of this, the Head of PMO team and this role are responsible for ensuring there is a system wide approach followed and adopted for delivery of digital and transformation programmes. There are transparent lines of visibility in place to ensure the right level of supportive oversight and controls are in place to aid programme delivery. The team will ensure that a system view is taken into account and that any proposed solution or system change consider the holistic impact for our patients staff and operational efficiencies. The team will apply rigid Project, Programme and Portfolio Management and will establish and build the pragmatic and flexible governance processes that will underpin the digital journey and on which everything else depends on.

The postholder will develop and implement best practices to enable the successful delivery of a broad range of IT, Digital and business change projects to stakeholders across the business.

Main responsibilities of the PMO include: scope and business case management; programme vision and blueprint development; benefits and quality management; stakeholder management; portfolio management; programme, tranche and project planning including milestone management; risk and issue management; and vendor management. Integral to delivering these responsibilities will be financial management; maintaining risks, issues, assumptions, actions logs; resource forecasting; change control; dependency management; and programme reporting.

Following an Infrastructure Programme Authority (IPA) approach the Head of PMO will be expected to establish assurance reviews of programmes where required through management teams and the Digital Data and Technology Board.

Operationally, the Head of PMO provides and enables project prioritisation, management information, financial reporting, resource planning, decision making, and recruitment.

COMPETENCY BASED KEY DELIVERABLES

• Complete autonomy within the role and accountability for decisions made during the course of duties.
• Set long term strategy ensuring the aims and objectives of the organisation/system are embedded and progressively built upon within the setting of the strategy.
• Management of multiple senior members of staff.
• Accountable and responsible for multiple budgets and or income streams of delivery.
• Demonstrate and deliver acute business acumen in the field of work ensuring value for money, understanding the business of partners and the driving factors for delivery in multiple sectors.
• Ensuring that full project and programme monitoring systems and processes are in place, up to date and robust and reviewed regularly. This includes the development, review and maintenance of the overarching programme plan through the utilisation of project software, individual projects with key milestones.
• Assurance that risk and issue logs are maintained for all projects and programmes, updated regularly and priority risks are escalated as required.
• Participate / organise any organisation returns relating to the programmes to external bodies.
• Ensure the adoption of best practice methodology, benchmarking, rules, standards and thresholds.
• Proactively identify and manage all risks relating to digital transformation; and ensure that these are managed.
• Ensure the successful implementation of the Digital PMOs responsibilities, services and deliverables.
• Monitor Programme reporting and assist the Deputy Director of Programme Delivery in reporting to Senior Management.
• Establish frameworks and standards for Programme and Project Management.
• Manage and compile Programme related financial and KPI information.
• Oversee project costs and ensure finances are well managed.
• Prepare and present cost-benefit analyses to support business case development and the implementation of projects.
• Provide and maintain a capacity planning and resource tracking service across the Programme.
• Update and maintain the Risk Log, Action Log, Decisions Log, and Issue Register.
• Ensure the appropriate programme benefits are identified, quantified and their realisation planned.
• Track financial reporting whilst ensuring that the programme and projects adhere to the corporate financial processes.
• Ensure cross-programme dependencies are managed and the dependency log is accurately maintained.
• Provide a quality assurance role in line with defined Programme Management Office process.
• Coordinate project closure to instil good practice and ensure lessons learned are logged.
• Line Manage PMO staff.
• Build cohesion within the PMO team and motivate them to produce quality work.
• Deputise for the Deputy Director of Programme Delivery when required.
• Define and embed project control and governance.
• Provide Project planning, Milestone management, Scope management, Resource forecasting; Financial Management; Change Management across the project portfolio.
• Prepare regular status reporting to all levels of the business.
• Ensure efficient change control methods and process are utilised.
• Personable, pro-active, professional and able to demonstrate full commitment to exceptional customer care and service in all activities.
• Deliver clear and concise reporting to the Executive Team on Programme progress, risks and issues.
• Maintain effective relationship with third party suppliers.
• Focus on our customer relationships and impact on our customer service.
• Work closely with colleagues across the organisation.
• Challenge others to develop as leaders while clarifying roles and responsibilities.
• Pursue excellence in all aspects of project and programme delivery.
• Evoke creative and innovative thinking from team members while helping them to bring their ideas and career plans to fruition.
• Regularly report on progress through verbal and written reports and presentations.
• Maintain regular consultation and engagement with a variety of staff from multiple organisations.
• Work with all other members of the Digital & IT team to ensure its overall aims and objectives are achieved.
• Communicate and influence people (both internal and external) who could have opposing views and different priorities when discussing the IT projects and their alignment and optimisation of effective use of Digital & IT services to deliver patient care.
• Ensure projects are aligned with the ICS Digital strategy.
• Support the implementation of new policies and procedures aligned with opportunities identified during the projects lifecycle.
• Work closely with Digital & IT suppliers and service providers, highlighting opportunities and risks in relation to project outcomes and service delivery.
• Ensure the effective use of software packages such as Microsoft Office and Project.
• Plan, lead, monitor and co-ordinate specified projects.
• Undertake requirements gathering to inform development of business cases where appropriate, setting out requirements.
• Maintain regular consultation and engagement with all relevant staff.
• Undertake analyses of risks and issues, including the maintenance of relevant logs and escalate where required.

Partnership Working/ Leadership/ Management

Essential

• Can demonstrate significant partnership working and the understanding of how and when partnerships should be built, navigating and understanding local, regional and national political positions in order to effect population-based solutions that span across multiple stakeholders.
• Responsible for the implementation of the NHS People Promise and ICB Values across functional areas of responsibility.
• Provide effective, inclusive and compassionate leadership across a whole function, ensuring all voices are heard and creating and nurturing a culture where staff feel safe to speak up.
• Champions the principles of equality, diversity and inclusion both within and outside of the organisation.
• Challenges at every level where these principles are at risk of not being upheld.
• Role model core behaviours including equity and diversity and maintaining a professional image at all times.
• Professional and approachable manner.
• Good communicator, with ability to liaise with colleagues at all levels.
• Evidence of successfully leading, developing and motivating staff.
• Demonstrable persuasion, influencing and conflict resolution skills.
• Significant ability to formulate arguments and express them clearly to lay people and to persuade clinicians and senior management over a course of action.
• Flexible and adaptable to meet deadlines.
• Ability to work as part of a team or independently.
• Takes personal responsibility for actions and their impact.
• Ability to work in a collaborative way across organisational/sector boundaries in order to achieve the highest quality outcomes for patients.
• Ability to think strategically and able to see the bigger picture.

Qualifications

Essential

• Relevant Doctorate OR Professional knowledge acquired through degree or equivalent qualification plus specialist knowledge across range of functions acquired through post-graduate courses (see below) and experience to masters equivalent level plus managerial, financial and strategic knowledge.
• Examples of post graduate course:
• At least five years of relevant project management or PMO management experience.
• PRINCE2 Practitioner, DSDM Agile, or equivalently qualified in similar project management methodologies.
• Evidence of continuing personal development.

Knowledge/ Understanding

Essential

• Advanced knowledge of relevant systems and procedures.
• In depth understanding of policies and practices within required field of work.
• An in-depth understanding of health care provision and awareness of current NHS policies and priorities.

Other

Essential

• Personal qualities of integrity, adaptability and motivation.
• Possess a confident and positive attitude and be self motivated.
• Personal attributes include emotional intelligence, resilience, tenacious and agility and flexibility, able to respond to competing demands as they arise.
• Significant ability to influence and command respect and establish credibility quickly.
• Requirement to sit for long periods during meetings maintaining high levels of concentration and interaction.
• Requirement to spend significant amounts of time inputting at a keyboard or reviewing computer information via the VDU.
• Ability to travel to attend meetings and attend for work at several locations, including home, for the purpose of hybrid working.

Experience

Essential

• Substantial experience of working at a senior level in the specialism.
• Proven track record for planning, executing, controlling and closing projects and the ability to manage multiple projects simultaneously.
• Experience of managing a PMO office.
• Experience of managing the complete lifecycle of a project.
• Experience of project management using AGILE or PRINCE2 methodology (or equivalent) for medium to large sized projects.
• Experience of Programme and project level financial management.
• Experience of defining and delivering benefits realisation for projects and programmes.
• Training and coaching of Project Managers and PMO staff.
• Knowledgeable and experienced in efficient Change Management methods.
• Substantial experience of working at a senior level in the specialism.
• Experience of undertaken Assurance Reviews.
• Experience of leading, managing and delivering significant change projects involving stakeholders.
• Experience of holding responsibility for budget/s, budget setting and demonstrable knowledge of financial processes within own service.
• Experience of managing incoming and outgoing information requirements, handling correspondence/queries which may be highly complex, sensitive or highly confidential.
• Experience of negotiation with senior stakeholders which may include difficult and controversial issues, presenting complex and sensitive information to large and influential groups.
• Experience of working at strategic level, able to recognise direction and implications of policy and the potentially competing priorities/interests.
• Experience of leading, managing, developing, influencing and inspiring staff.
• Experience of people management, coaching and mentoring support.

Desirable

• Experience of working in the NHS/public body.
• Review Team Member or Review Team Leader with the IPA.

Skills

Essential

• Strong interpersonal and communication skills with staff at all levels using from the full range of methods as appropriate.
• Ability to communicate and disseminate highly complex and contentious financial information and concepts to a corporate stakeholder level with tact and diplomacy.
• Ability to prepare and produce concise yet insightful communications for disseminations to senior stakeholders.
• Significant ability to analyse highly complex issues where material is conflicting ad drawn from multiple sources and where there are barriers to understanding.
• Advanced IT skills in Microsoft applications including Word, Excel, PowerPoint and Outlook.
• Standard keyboarding skills .
• High level of attention to detail.
• Prioritisation and organisation skills.
• Able to be assertive in negotiation on difficult and controversial issues such as performance and change.
• Able to deliver training/briefings/ updates to large groups of staff at all levels.
• Able to lead the development of policy and strategy to enhance relevant service.
• Demonstrable ability to work effectively between strategic and operational activities where required.
• Able to make decisions autonomously, when required, on difficult issues and often to changing timescales.
• Demonstrable experience of using sound judgement in the absence of clear guidelines or precedent, seeking advice as necessary from more senior management when appropriate.
• Demonstrable ability to act upon incomplete information, using experience to make inferences and decision making.
• Significant ability to work under pressure and meet objectives with conflicting and tight deadlines.
• Significant ability to plan over short, medium and long-term timeframes and adjust plans and resource requirements accordingly.
• Significant ability to provide informative reporting to governing body, Boards and Committees on progress against strategic and operational outcomes and associated impact.
• Significant ability to analyse and interpreted highly complex data, facts or situations to interpreted these and make reasoned and logical deductions, compare a range of options and formulate plans.
• Significant ability to analyse numerical and written data, assess options and draw appropriate conclusions using problem solving skills.
• Excellent data analysis and interpretation skills involving highly complex data, with outstanding analytical and problem-solving skills.

Desirable

• Demonstrable negotiation skills and contract monitoring.