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Date: 15 December 2015
Job Title: Senior Project Manager Operations (Interim Projects & logistics) Department: Waitemata 2025 Project Team
Location: North Shore Hospital site, Takapuna, Auckland and Waitakere Hospital; and other sites as may be required e.g. Waitakere Hospital Reporting To: Programme Director – Waitemata 2025
Direct Reports: Project Managers Operations Contract Project Resources Functional Relationships with: Internal
Waitemata 2025 Project Team; WDHB Facilities and Development Team; Executive Leadership Team and Senior Management Team; The Institute for Innovation and Improvement; Project Owners and Sponsors; End Users; Key Stakeholders; Business and Clinical units; Decanting & relocations; FF&E
External
healthAlliance staff; Architects; Design Consultants; Contractors; Suppliers
Waitemata 2025
The development of Waitemata District Health Board clinical facilities, for both the interim and long-term, is collectively known as the Waitemata 2025 programme. The Waitemata 2025 project team has been established to (i) prepare substantive clinical facility business cases for replacement of ‘not fit for purpose’ facilities and accommodate acute growth; and (ii) project manage and commission a number of smaller clinical facility expansions required to meet demand over the next 2-4 years. Our Purpose, Values and Standards
At the heart of Waitemata DHB is our promise of ‘better care for everyone’. This promise statement is the articulation of our three-fold purpose to:
1. promote wellness,
2. prevent, cure and ameliorate ill health and
3. relieve the suffering of those entrusted to our care.
At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other.
2 Purpose of the role Work as a senior member of the Waitemata 2025 project team to :
manage the portfolio of interim clinical facility build projects scheduled to manage demand during the design, development and construction of longer term builds
be the Waitemata 2025 project lead, working with the Provider Arm and Facilities and Development to manage site logistics and enable business as usual during construction of multiple projects on site
effectively manage the project managers and contractors involved in interim projects ensuring that all projects follow good project management methodology
support project managers and services in the preparation of business cases for clinical facility development and refurbishment
complete other projects as may be designated and provide project management leadership and support to other members of the Waitemata 2025 team and WDHB staff
The senior project manager requires strong project, relationship and people management skills and the ability to work across all levels of the organisation. In addition to leading a substantive work programme across the WDHB and managing a high performing team, they require the ability to progress work through influence and working effectively with internal and external stakeholders.
KEY TASKS EXPECTED OUTCOMES
Interim clinical facility build projects
Ensure that all projects have all relevant documentation in place for project management and reporting, e.g. project initiation documentation, execution plans, workstream plans, timelines, models of care, risk registers, stakeholder’s analysis, communication and change management plans etc.
Ensure key deliverables, critical path tasks and benefits are clearly identified and tracked
Ensure procurement plans have been developed and the FF&E schedules are in accordance with WDHB specifications and government rules of sourcing
Ensure user group and steering group structures are aligned with project scopes and are functioning efficiently
Ensure functional briefs and the design processes
incorporate best practice methodology, new process flows, co-location and other requirements. Ensure alignment with the health services plan and site master plan
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KEY TASKS EXPECTED OUTCOMES
Interim clinical facility build projects cont.
Ensure design provides for future flexibility with respect to expansion and repurpose
Ensure drawings are adequately reviewed by the project team and room data sheets are developed
Work with Facilities & Development to ensure cohesion and adequate communication and reporting between the Operations and F&D project teams
Prepare an integrated plan for all interim projects to show connectivity and phasing
Work with the team including the Programme Director, the Senior Communications Advisor and Change Management Advisor on an integrated communications and change management plan
Ensure the overall W2025 programme risk register is updated with relevant across project risks
Logistics support Be the Waitemata 2025 project lead, working with the Provider Arm and Facilities and Development to manage site logistics and enable business as usual during construction of multiple projects on site
Project Management Act as the primary contact for all matters pertaining to interim projects ensuring that appropriate parties are consulted on key decisions
Ensure that project activities and resources are effectively managed to meet agreed timeframes.
Ensure that the project managers/contractors effectively manage project scope, actions; tasks, risks and issues, and that documentation is maintained and significant changes and issues are escalated as required
Ensure that appropriate systems are in place to manage actual project expenditure and benefits against budget Project monitoring and reporting Act as a super user for PlanView
Continue to develop the W2025 project management methodology and templates
Report on the status and progress of all interim projects in accordance with WDHB / Waitemata 2025 project reporting requirements, ensuring that reporting deadlines are met Operational Commissioning Oversee the operational commissioning of all facilities in the
interim build programme
Work with other members of the senior team to further and develop the commissioning tools and signoff processes
4 Management of direct reports Act as a role model and mentor for direct reports providing
them with the necessary support, guidance and direction Delegate appropriate tasks and monitor and report
achievement of key deliverables
Identify a relevant personal development programme for direct reports
Develop and manage successful relationships
Demonstrate excellent inter-personal skills with the ability to build strong, collaborative relationships
Facilitate open and effective communication between all stakeholders
Contribute to other projects and development of the Waitemata 2025 project strategies
Identify interfaces and impacts with other projects
Complete other projects as may be designated and provide project management leadership and support to other members of the Waitemata 2025 team and WDHB staff Demonstrate change
management skills, group participation and personal development
Support the Waitemata 2025 project team, management, clinicians and other staff in the transition of change Work with the Programme Director to identify a relevant
personal development programme Demonstrate individual
responsibility for workplace Health & Safety under the Health & Safety Act 1992 & Amendments 2002
Follow & comply with H&S policies & processes & apply them to work activities
Identify, report & self-manage hazards where appropriate Ensure early and accurate reporting of incidents at work.
Meet statutory & Treaty of Waitangi obligations
Ensure the professional and political integrity of WDHB by carrying out all functions in compliance of the Treaty of Waitangi
Show sensitivity to cultural complexity in the workforce and the patient population.
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PERSON SPECIFICATION
POSITION TITLE: Senior Project Manager Operations – Waitemata 2025
Minimum Preferred
Qualifications Project management qualifications or equivalent
A relevant degree qualification Post graduate qualification Experience Extensive (10+ years) practical
experience in managing healthcare facility projects and programmes in a healthcare environment
Comprehensive understanding of best practice project and
programme management
frameworks, tools and approaches Demonstrated ability to influence a wide range of internal and external stakeholders
Experienced in the writing and presentation of business cases in the healthcare sector
Experienced in managing teams across a wide range of disciplines and with multiple reporting lines
Prior experience preparing
substantive business cases for sign off at ministerial level
Experience with clinical service planning and healthcare facility planning
Experience managing major healthcare facility projects (new builds and re-designs)
Skills/Knowledge/ Behaviour
Knowledge of the need for wide stakeholder buy-in and
engagement and the different methodologies for achievement Ability to deal with complexity and ambiguity
In-depth knowledge of healthcare services planning and service delivery
Knowledge of healthcare facility development and an
understanding of the relevant standards and legislations Leadership 'presence' and credibility
Knowledge of clinical practices and processes within WDHB
Strong information and knowledge management process skills
Organisational diagnosis skills Strategic thinking
Energy and enthusiasm Self-awareness
6 Excellent inter-personal skills with
the ability to build strong, collaborative relationships that support a strong project management culture
Relationship building skills – ability to build strong links with internal and external stakeholders
Systems thinking – ability to think across the whole spectrum to lead robust decision making and innovation
Detail oriented – ability to
complete tasks with high accuracy levels
Demonstration of values – alignment to the Waitemata DHB values
Team player – able to work within a team as well as manage specific accountabilities
Strong oral and written communication skills
