Job Description
Job Title: / Programme Innovation Project OfficerDepartment: / Hull York Medical School
Reporting to: / Project specific: Physician Associate Project Manager; Business Systems Development Manager; Academic Programmes Manager
Duration: / Fixed-term 2 year contract
Job Family: / Administration
Pay Band: / Hull Band 7 / York Grade 6
Benchmark Profile: / Administrator Band 7
DBS Disclosure requirement: / n/a
Vacancy Reference: / HY0090
Details Specific to the Post
Background and Context
Hull York Medical School (HYMS) is a collaboration between the Universities of Hull and York and the NHS. HYMS operates from both University campuses and within teaching hospitals and medical practices throughout the Yorkshire and Humber region. Having recently celebrated its 10th anniversary, HYMS is a young medical school which is developing a growing reputation for its teaching and research. The area covered by the HYMS NHS partnership comprises Hull and the East Riding of Yorkshire, York and North Yorkshire, and Northern Lincolnshire, which together have a population of around 1.8 million. 17 NHS organisations make up the HYMS NHS partnership, within which there are over 600 consultants and 900 general practitioners.
HYMS’s innovative MB BS curriculum includes an enquiry-based approach to learning, early clinical experience, balanced teaching across all health sectors and a wide range of special interest learning opportunities. Our graduates are recognised as being very capable Foundation Doctors, many of whom stay locally and contribute to health care services in the region. For the last two years, HYMS has been in the top 10 for overall student satisfaction in the National Student Survey (2014 and 2015). HYMS also delivers a small but growing portfolio of postgraduate taught programmes. Turning to research, in the national Research Excellence Framework (REF 2014), over 85% of research across HYMS was assessed as world leading or internationally excellent.
HYMS and its partners have a wide portfolio of change projects and new developments and the Programme Innovation Project Officers will play a key role in supporting their delivery. Major foci for the Project Officers are expected to include:
a) scoping the potential for and supporting the delivery of projects to increase joint working across HYMS’ teams in the university and NHS, examining business needs, processes and systems to support efficient and effective working between HYMS student liaison teams in the NHS and teams based in the universities (working to HYMS’ Business Systems Development Manager and closely with Student Liaison and Clinical Skills teams and other teams across HYMS, the Head of Quality and Standards, Chief Operating Officer, Head of M BS Delivery, MB BS Programme Director and senior educational leaders in NHS partners);
b) supporting the development of a Physician Associate programme, working across HYMS, the Faculty of Health and Social Care at the University of Hull (FHSC), the Department of Health Sciences at the University of York (DoHS) and Health Education Yorkshire and the Humber (working to HYMS’ Physician Associate Project Manager and closely with the Programme Director, HYMS’ Academic Programmes Manager and colleagues from DoHS and FHSC).
Running through all projects will be a requirement for the role holder to demonstrate excellent and extensive organisational and project management skills and experience, an ability to build constructive relationships across the HYMS partnership and an enthusiasm for innovation and change.
Specific Duties and Responsibilities of the post
1. Support a defined portfolio of simultaneous projects in line with the School’s strategic goals, taking management responsibility for smaller projects and assisting project managers in the School with more complex undertakings.
2. Manage the project life-cycle, develop and implement robust project governance, planning, evaluation, dissemination, implementation and any other relevant management arrangements to ensure that projects meet delivery targets.
3. Forge strong, proactive, flexible and dynamic work relationships with people at all levels across the School, including the NHS, the wider universities and externally to support communication, the gathering of requirements and advocacy of change.
4. Support the School to embed, review and continuously improve its project management frameworks and adopt systems thinking techniques. These will include project governance, risk assessment and management, prioritisation, finance and resource management, team management, planning, monitoring and reporting, evaluation, impact assessment, dissemination, process mapping and application of systems thinking methodology (e.g. LEAN).
5. Manage the successful delivery of projects to meet objectives, deliver on time, to quality standards and within their agreed budget, ensuring project outcomes are embedded as business as usual. This will involve close working with project leads, to maintain project plans, communication plans, communicate progress to milestones, identify new risks, contingency plans, and dependencies and take an anticipatory approach to minimise unexpected change or disruption.
6. Analyse qualitative and quantitative data to inform project development and decision making.
7. Act as a catalyst to promote projects and act as a unifying force for project teams, engaging with a wide range of stakeholders in the universities, NHS and other HYMS partners to ensure high level of engagement throughout the project lifecycle in order to bring projects to successful completion.
8. Organise and on occasion chair regular project team meetings, focus groups or any other project-related fora, including minute taking and distribution, compiling agendas, preparing papers, following up actions to ensure their timely delivery and acting as the first point of contact for projects and initiatives.
9. Write project initiation documentation, progress and completion reports and hand-over documentation and conduct post-implementation reviews for HYMS Management Board (and any other relevant committees or groups), producing reports to a high standard of accuracy and presentation to a wide range of audiences.
10. Work with colleagues in HYMS, the NHS and universities to develop a good understanding of HYMS business processes and information systems as appropriate to the projects being undertaken.
11. Work with the HYMS Business Systems Development Manager, new and existing software suppliers and university IT services in the specification of change and procurement of new systems.
12. Be based primarily at the University of York or Hull, but with regular travel to all of the School’s primary locations (Hull, York and clinical sites) as required.
GENERIC JOB DESCRIPTION
The job duties and responsibilities listed below are intended to describe the general nature of the role. The duties and responsibilities and the balance between the elements in the role may change or vary over time depending on the specific needs at a specific point in time or due to changing needs in the department. Candidates should note that there may not be an immediate requirement to carry out all the activities listed below.
Overall Purpose of the Role
· The role holder:
o Will provide professional advice and/or support, directly or indirectly, to faculty and/or department based upon a full understanding of a professional or specialised area of work
o Will have gained a professional qualification (or are working towards) and/or vocational or professional experience
o Will be expected to contribute to longer term developments within the faculty/department by giving advice and specialist support
o Will Influence decisions or events by working collaboratively internally and externally to the University
o Will evaluate and analyse information and use initiative and creativity to solve non standard problems
o May lead a team within the department and/or in project activity and plan, prioritise and monitor to ensure effective use of resources
Main Work Activities
Communication
· Provide advice and guidance of a specialist nature to managers, staff, students and visitors
· Deliver established presentations to communicate information across Faculty/Dept/University
· Attend meetings to report on information/data
· Take notes and produce formal minutes at meetings when required
· Format and edit publications
· Draft formal documentation
· Compile procedural manuals and other University documentation
· Write and maintain web pages
Teamwork
· May be required to supervise the work of others
· Provides advice and guidance to other members of the team
Liaison and Networking
· Proactively develop and maintain internal and external contacts to benefit the University
· Participate in networks internally and/or externally
Service Delivery
· Provide specialist administrative support to colleagues including academic and administrative staff
· Develop and manage projects that contribute to improving service delivery
· Develop and maintain systems and processes to ensure effective delivery of the service
· Contribute to policy development
Planning and Organisation
· Organise and represent the area and University at events
· Plan and monitor the work of others
· Co-ordinate departmental processes in conjunction with senior colleagues
· Organise, prepare and service committees as appropriate
· Contribute to the longer term operational planning of the Faculty/Department
Analysis/Reporting
· Analyse qualitative and quantitative data producing draft reports identifying key issues that inform management interventions. Formulate recommendations and provide advice on the implications of the data
Additionally the post holder will be required to:
· Fulfil the employees’ duties described in the University’s health and safety policies andco-operate with the health and safety arrangements in place within the department. May be required to undertake specific health and safety roles on request e.g. Display screen equipment assessor, departmental safety officer, fire warden
· Show a commitment to diversity, equal opportunities and anti-discriminatory practices This includes undertaking mandatory equality and diversity training
· Comply with University regulations, policies and procedures
COMPETENCY SPECIFICATION
To fulfil your role, you will need certain knowledge, skills and competencies. The following competency specification provides a framework within which your performance will be assessed. The interview assessment may include, for example, testing on IT skills.
The Competencies set out below are essential and are core requirements needed to perform the role and any candidate who fails the requirement will not be taken forward for further assessment or to interview.
Competency / Identified byKnowledge and Experience
A relevant degree or equivalent qualification and/or experience.
Track record of project management and successful delivery of projects in a complex organisation or partnership.
Experience of higher education and/or NHS processes and structure, and understanding of the changing landscape of UK higher education.
Experience of applying process mapping and system thinking practices (e.g. LEAN) to improve the effectiveness and efficiency of process and the services they underpin.
Substantial Experience of applying project management methodologies and best practice, with an appropriate certification (e.g. PRINCE2®, MSP®), or evidence of equivalent experience. / Application/Interview
Application/Interview
Application/Interview
Application/Interview
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Can demonstrate a full understanding of a professional or specialised area of work. / Application/Interview
Has an active approach to continuing professional development/undertaking training as appropriate for personal and professional development.
Confidence and effective skills of negotiation and influencing to win the confidence of a diverse range of staff of different seniority. / Application/Interview
Application/Interview
Communication (Oral and Written)
Can demonstrate the ability to provide information in a suitable format so that the others’ needs are met and adjusts the level of content to help others understand. / Application/Interview
Teamwork and Motivation
Can demonstrate the ability to delegate work to others and/or help to build co-operation to deliver team results. / Application/Interview
Liaison and Networking
Can demonstrate the ability to work across the University and/or externally to build and strengthen working relationships. Actively pursues a shared interest and works jointly to influence events and decisions. / Application/Interview
Service Delivery
Can demonstrate the ability to seek ways to improve and adjust current levels of service. Deals with complaints and initiates contact with customers to obtain their reactions and views about the service and future needs. / Application/Interview
Decision Making
Can demonstrate the ability to consider the impact on the Faculty/Service. Knows where a decision is beyond their responsibility and refers to others. / Application/Interview
Planning and Organisation
Can demonstrate the ability to ensure that the work is carried out effectively and that resources are available to meet demand. Identifies the need for further action and resources by monitoring progress. / Application/Interview
Initiative and Problem Solving
Can demonstrate the ability to investigate problems to identify their cause, takes action to prevent recurrence of problems and considers possible solutions to identify those which offer wider benefits. / Application/Interview
Analysis/Reporting
Can demonstrate the ability to select appropriate methods for data gathering and analysis. Gathers data thoroughly and accurately and subjects it to rigorous analysis. Obtains additional data if required. / Application/Interview
Programme Innovation Project Officer, version 1.2, July 2015
Uses: Generic Job Description Template Administrator Band 7, Version 2, February 2013