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Digital Project Manager
3 months ago
Job summary
Formed by the merger of three NHS trusts in Somerset, Somerset NHS Foundation Trust delivers services across the county in acute, community and mental health settings. The trust is currently embarked on an exciting collaboration with trusts in Dorset to procure and implement an electronic healthcare record. In advance of the EHR implementation, the EHR Consolidation programme is looking to reduce the number of systems which are in use across the trust. In addition, the programme will also be looking at medical devices in use across the trust and how they can be integrated with our current systems; and the EHR in the future.
You will form part of the Digital Delivery team, a group of project managers with a diverse backgrounds and work closely with our PMO. The team meets regularly, both virtually and face to face, to review upcoming activities and look at how we can improve the delivery of projects.
Main duties of the job
This position will primarily be working on the procurement of a unified electronic document management system and a vendor neutral archive. This will involve working with stakeholders across all of the trust's clinical services, the service design team and key teams within our Digital Services. You'll also collaborate with colleagues in Dorset on related projects to enhance the delivery of benefits where possible.
You will be coordinating the production of requirements, planning for procurement and pre-market engagement for our new electronic document management system, vendor neutral archive and associated systems. You will liaise with other Digital Services teams to ensure that all of the activities needed for us to successfully procure are sufficiently resourced and that there is sufficient clinical engagement on the projects.
Day to day you will be using our online project management system to perform standard project management activities risk management, and Microsoft Project to ensure that the information required for assessing the health of a project is of good quality. You will be working as part of a diverse project management team and be expected to support your colleagues as required.
About us
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
Job description
Job responsibilities
The post holder's role will take ownership and manage the day to day delivery of assigned projects related to the implementation of the Trusts digital systems using appropriate project controls, including:
- management 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;
- ensuring change management processes are in place, 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 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.
There is an expectation of out of hours (anti-social hours) support on an ad hoc basis as part of project deployments as required by the line manager
Principle Duties and Responsibilities
Communication & Working Relationships
The post holder will:
- Use persuasion and negotiation skills to engage key stakeholders with complex and/or sensitive service changes in relation to process and/or service re-design, and overcome resistance to change from staff (technical and non-technical) at all levels of the
- Communicate, in the most appropriate manner, technical and non-technical information, and sensitive issues to internal and external stakeholders, and suppliers.
- Ensure effective communication of business change plans and the associated benefits to staff and other identified stakeh
- Lead projects under the direction of the Programme Manager, ensuring projects are supported and delivered in-line with the agreed scope and timescales, delivering the functionality and benefits identified.
- Responds to comment and complaint on the proposed system, resolving complex problems and dealing with unanticipated issues, escalating to the Programme Manager where necessary.
- Communicate sensitive information about project delivery to the Programme Leads, Project Teams and other key stakeholders in routine formal presentations as required.
- Provide advice to Managers with regards to implementing new practice.
- Liaise with relevant Managers to report on the progress of projects and the effectiveness of the implementation.
Planning and Organisation
The post holder will:
- Manage the planning and organisation of own workload, which involves prioritising a demanding workload and providing direction to project and direct team members.
- Assist the Programme Manager to ensure that key project milestones are met by supporting the Programme Team to ensure that each project gets off to a controlled start, progress is controlled and that the project has a controlled end, including the realisation of benefits post project.
- Establish benefits baselines, including metrics for their measurements and benefits realisation plans for projects.
- Develop and implement stakeholder engagement and communication plans.
- Lead groups of staff at all levels within the organisation, ensuring they are engaged in activities to define, analyse and re-design existing business processes with a view to ensuring that they are efficient, effective and measurable and contribute to delivering an improved quality This can take place through workshops, meetings and one-to-one sessions.
- Understand, document and manage the needs and opinions of a wide range of stakeholders in relation to business change, including production of new standard operating procedures (SOP) and processes.
- Develop procedures to ensure that new systems and service changes are stable, maintainable, meet usability criteria, provide accurate information and meet the required specification.
- Liaise with the training team to develop and support appropriate training for using new processes and systems. Provide coaching to staff in the use of digital functionality to enable them to utilise these skills in their areas, facilitating IT process improvement/change.
- Manage own work load in order to meet defined objectives, guided by general principles, policies and regulations. Be flexible with the ability to alter activities and priorities as the need arises.
- Identify and support necessary changes in the business process to allow for successful and safe integration of digital systems.
- Provide regular progress reports to the Programme Manager and ensure risks and issues are escalated in a timely manner.
- Ensure lessons learned from projects are shared with colleagues, relevant project and Trust Boards as appropriate.
Responsibility for Patient/Client Care, Treatment & Therapy
The post holder will:
- Maintain the configuration of electronic patient records in such a way as to support front-line staff with the recording of accurate and timely information.
Policy, Service, Research & Development Responsibility
The post holder will:
- Attend and present formal presentations as required at meetings concerning digital systems and associated development of practice issues.
- Ensure that appropriate change management plans are implemented and facilitate changes in working practices arising from the implementation.
- Drive further developments of the digital functionality to meet the needs of staff.
- Provide specialist advice to help services improve the delivery of quality and efficient patient care through the use of IT.
- Provide input into policies and processes which may impact on services beyond own area of expertise.
Responsibility for Finance, Equipment & Other Resources
The post holder will:
- Responsible for the safety and security of any device allocated by the Trust. The use of all IT systems including any storage and movement of data should be done in accordance with all Trust IT Security Policies and procedures.
- Contribute ideas on ways of minimising the cost of delivery of digital services and/or identifying benefits from the use of digital technology and data.
Responsibility for Supervision, Leadership & Management
The post holder will:
- Responsible for managing, motivating and directing staff during the programme. This includes recruitment, staff development, managing performance, dealing with sickness and appraisals of staff recruited to develop, implement and maintain digital solutions.
- Be involved in regular project meetings to ensure staff are clear about work objectives and update on any new developments, issues or change in policy.
- Attend and feedback to the Digital Programme Leads and Project Teams the current status of digital system development, implementation and benefits delivery.
- Provide effective leadership, expertise, advice and support to all departments involved in the use of clinical software applications.
Information Resources & Administrative Duties
The post holder will:
- Work mainly 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 and access Programme Management support where required.
- Collates, interprets and presents data and information requirements from current clinical and administrative systems to assist with development of new clinical and administrative processes within the digital system. Ensure this is tailored for particular target audience and use own knowledge, skills and experience to influence others' information collection and management.
Other Specific Tasks
Undertake ad-hoc duties in line with the banding for the post.
Person Specification
Qualifications
Essential
Educated to degree level or have a minimum of 3 years relevant NHS experience Evidence of own continuing professional development Experience of working within a Digital Change Programme or similar environment Has practical knowledge of Project and Change Management skills and methodologies ( PRINCE 2 and Agile)
Desirable
PRINCE2 Practitioner Agile Practitioner
Experience
Essential
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 redesign Knowledge of project planning, implementation and management using project planning tools and recognised project management methodology Experience of business process mapping and workflow diagram techniques and applications Understanding of NHS polices and strategies, including data protection and security Experience of working in a change environment with multiple stakeholders and securing their engagement to deliver change Experience working within a project management environment delivering business process/change initiatives across an organisation Experience of managing multiple priorities and meeting deadlines Experience of writing complex reports and project documents for a wide range of audiences Excellent communication skills - both verbal and written 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 Ability to convey new requirements or processes, which may contain some complex technical 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
Desirable
Customer relationships and delivery of service improvements
Additional Criteria
Essential
Excellent analytical and problem-solving skills with ability to analyse, interpret and resolve issues Logical and analytical approach required when designing a new solution Ability to negotiate with staff and motivate stakeholders to deliver change 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 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 Able to travel to other working locations Advanced keyboard skills including ability to use mapping/modeling tools Strong PC skills including advanced use of Microsoft packages Willingness to use technology to improve standards of care and support our patients A team player able to contribute to wider issues of the NHS Commitment to improving services for staff and patients