Assistant Digital Project Manager

Somerset NHS Foundation Trust is currently in the process of procuring an Electronic Healthcare Record (EHR) which will replace the majority of clinical systems currently in use within the trust. Following a series of mergers, multiple systems are currently in use which perform the same functions depending on which historic organisation was commissioned to deliver a service. As part of the preparation for implementing the EHR, a programme of work is being undertaken to consolidate legacy systems and enable integration between geographically distinct services. This role will support the delivery of the EHR Consolidation Programme. Project Managers within the programme will direct this role on a day-to-day basis in supporting the management of individual projects. The work required will depend on the size and complexity of the project ranging from simple note-taking and action chasing; to managing a project through its entire lifecycle. Working as part of the project management team, this role will be involved with across the entire programme of work. The role will be based at Deane House in Taunton, but there will be a requirement to travel to other trust sites as required. Main duties of the job The role will have the following duties as directed by a project or programme manager :

• Working with clinical and non-clinical stakeholders to deliver project work
• Working with system suppliers to deliver project work
• Organisation of meetings including minute taking
• Creation and management of project registers risk log, issue log
• Creation and management of project documentation PID
• Supporting end users when a new process / system goes live, The post holder's role will use their project management skills and be responsible for supporting the delivery of complex projects.
The post holder will also have individual responsibility for the delivery of small to medium sized projects. This will include :
• management and / or support of single or multiple projects spanning the entire process from planning through to implementation and transition to operational use;
• ensuring project objectives are delivered within budget, on time and to the standard and quality required as directed by the Project Manager or Programme Manager;
• ensuring change management processes are followed, working with the Service Design and Experience Team and the Improvement Team to deliver digitally enabled change;
• ensuring business benefits are identified and owners agreed and assigned to achieve through the Programme Management Office;
• ensuring communication is maintained between all stakeholders throughout the project lifecycle, organisational procedures are adhered to, objectives are identified and met, and benefits realised from the implementation of the change;
• working with suppliers and staff (both clinical and non-clinical) to deliver systems and processes to support and improve patient care and business efficiency.
• working closely with Clinical Safety teams and Project Managers to identify and document possible hazards and risks and to put plans in place to sufficiently mitigate these.
The core function of this role will be to enable the delivery of digital functionality within the scope of assigned projects and to support change as a result. Principle Duties and Responsibilities Communication and Key Working Relationships
• The post holder will be required to persuade project boards and staff of the importance of the project, negotiate with and motivate staff on project delivery, including linking in with other initiatives, communicate sensitive information about performance and change, make routine / complex formal presentations to large groups.
• Ensure effective communication of project plans and the associated benefits to staff and other identified stakeholders.
• The nature of the communications will often involve complex information via various mediums including presentations to large groups and / or clinical, technical audiences.
In some cases the information exchanged will be contentious to staff or suppliers.
• Good interpersonal skills and ability to build and maintain successful working relationships.
• Management of project teams ensuring projects are supported and delivered in line with the planned and agreed timescales, delivering the functionality and benefits identified.
• Overcome resistance to change, eliciting agreement and co-operation from staff (clinical, administrative, technical and non-technical) at all levels of the Trust, using persuasive skills.
Planning and Organisation
• Work with managers to implement changes in working practices that arise as a result of redesigning business processes and digital requirements.
• Challenging assumptions of 'as is' processes through evidence derived from real world observation.
• Analysis of business processes spanning multiple departments within the Trust, incorporating process / workflow mapping and data collection.
• Manage the planning and organisation of own and project team's workload, which involves prioritising a demanding workload and providing direction to project and direct team members.
• Participation in writing of business cases and other project documentation including Project Initiation Documents (PIDs), project plans, technical specification documents, risks and issues logs, stakeholder, communication and benefit plans.
• Monitor progress on activities and provide regular reports to the Digital Programme Manager.
• Ensure risks are documented and communicated to the appropriate governance board.
• Support benefits realisation planning and delivery, and integration into project toolset(s) where appropriate.
• Able to interpret clinical guidelines, national quality metrics, and health services research.
• Plan, organise and facilitate workshops and training as required to staff at all levels within the organisation.
• Overcome resistance to change, eliciting agreement and cooperation from staff at all levels of the organisation, using persuasive skills.
Responsibility for Patient / Client Care, Treatment & Therapy Responsible for ensuring that the impact of own actions is positive and enhances patient safety and quality. Policy, Service, Research and Development Responsibility
• Ensure that appropriate change and project management plans are prepared and implemented and facilitate changes in working practices arising from the implementation / improvement of new / existing systems.
• Investigate various options as part of options appraisals and / or business case development including detailed research and development activities to ensure the optimum solution is provided.
• Promote and demonstrate the use of best practice in change, project, and programme management methodologies.
Responsibility for Finance, Equipment & Other Resources
• Support the team in conjunction with other specialist areas (Finance, Information etc.) to ensure value and benefits of change projects are identified in early stages of development and governance procedures are operating effectively.
• Plans and schedules how agreed budgets have been allocated and identifies any actual or potential deviations from budgets / agreed tolerances and recommends corrective action to the appropriate governance board.
• Comply with local and national financial policies and procedures.
• Take personal responsibility for the identification and eradication of waste for the organisation.
Responsibility for Supervision, Leadership & Management
• Lead by example as an ambassador for continuous improvement and person-centred approaches to the delivery of care.
• Responsible for directing staff during the project (, day to day management of project tasks).
• Hold regular project team meetings to ensure staff are clear about work objectives and update on any new developments, issues or change in policy.
Information Resources & Administrative Duties
• Work on their own initiative and manage their own workload. They will work in a manner that maintains and promotes quality.
• Generates own documentation in Trust house style with Improvement branding and access team support where required to create reports, maintain project information system.
• Ensure compliance with the information standards, guidance, policies and procedures defined by the Trust.
• Evaluates the quality of own and others' work and raises quality issues and related risks with the relevant people / governance board.
• Produce options appraisals to support introduction of new services where required.
• Ensure that clear and accurate records are taken of meetings, workshops and any other relevant event associated the projects.
  
  Standard keyboard skills are essential.
• A high degree of attention to detail is required.
Physical Effort Light physical effort required , carrying a laptop and / or projector to meetings etc. Mental Effort
• The post holder will be required to maintain concentration for analysing assessments and resolving failures to meet project standards.
• Interruptions may necessitate reassessment of workload to meet the changing priorities and balancing the conflicting demands on attention and time.
• Frequent periods of prolonged and occasional periods of intense concentration will be required when scrutinising plans, writing reports and formulating development plans in a climate with many competing priorities.
Emotional Effort
• Ability to work under pressure and deliver to timescale.
• Ability to act discretely, on own judgement and initiative when dealing with information of a private, confidential, or sensitive nature , correspondence, medical records, litigation reports, Trust Development Authority confidential documents etc.
Working Conditions
• Prolonged use of VDU equipment.
• Use of computer and keyboard for a significant proportion of the working day.
Person Specification Qualifications Essential
• Educated to degree level or have a minimum of 3 years relevant NHS experience
• Evidence of own continuing professional development
Desirable
• Experience of working within a Digital Change Programme or similar environment
• Has practical knowledge of Project and Change Management skills ( PRINCE2 and AGILE)
• PRINCE2 Foundation / Practitioner
Experience Essential
• Experience of working in change environment with multiple stakeholders and securing their engagement to deliver change.
• Evidence of good standard of literacy / English language skills
• Able to work in a team with good interpersonal skills including tact and discretion
• Ability to facilitate discussions which challenge the current ways of working with staff at all levels and manages resistance to change.
• Ability to coach staff in adopting new methods of working.
• Ability to communicate clearly with colleagues, senior managers and customers.
Desirable
• Experience of hands-on delivery of successful complex full lifecycle NHS projects using structured project management methodologies.
• Knowledge and practical experience of change management and business re-design.
• Experience in working within a project management environment delivering business process / change initiatives across and organisation.
• Customer Relationships and delivery of service improvements
• Understanding of NHS Policies and Strategies, including Data Protection and Security.
Additional Criteria Essential
• Ability to write reports and associated project documentation
• Ability to convey new requirements or processes, which may contain some complex information to both technical and non-technical staff including presentations to large groups
• Good interpersonal skills and team working skills with tact, discretion and empathy
• Ability to work autonomously and prioritise workload
• Flexibility and ability to meet challenging deadlines and remain focused with conflicting demands and priorities
• Innovative and well organised
• Positive approach to change
• Self-motivated, enthusiastic, organised with excellent attention to detail
• Pro-active and delivers to timescales
• Flexible in workload duties / dealing with tasks / hours and ability to work with multiple projects / conflicting demands
• Positive approach to change
• Advanced keyboard skills including ability to use mapping / modelling tools
• Strong PC skills including advanced use of Microsoft packages
• Willingness to use technology to improve standards of care and support to our patients
• A team player able to contribute to wider issues of the NHS
• Commitment to improving services for staff and patients
• Able to travel to other working locations
Desirable
• Experience of writing complex reports and business documents for a wide range of audiences
• Business Process mapping and workflow diagram techniques and applications
• Knowledge of project planning, implementation and management using project planning tools and recognised project management methodology
  
  As an organisation, Somerset NHS Foundation Trust offers employees a wide range of benefits including flexible working, NHS pension scheme, generous annual leave allowance and a commitment to career will be eligible for our Blue Light Card and a wide range of NHS exclusive shopping & leisure are proud of our skilled, diverse workforce and as an inclusive employer we welcome applications from all backgrounds.
Working in Somerset enables you to enjoy the idyllic countryside, areas of outstanding beauty and stunning coastlines whilst still only being a stone's throw away from bustling city centres like Bristol, Bath and Exeter and only two hours away from are excellent educational facilities in the area and, when compared to other regions, house prices are reasonable. Somerset offers the countryside and the cosmopolitan there is truly something for everyone!