Project Manager Facilities and Development

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Date: January 2015

POSITION DESCRIPTION

Job Title

:

Project Manager

Department :

Facilities and Development, Waitemata DHB &

& Facilities Management, Auckland DHB

Location :

Primarily based at either Auckland City Hospital campus or

North Shore Hospital campus and other WDHB / ADHB

facilities as determined from time to time.

Reporting To

:

Senior Project Manager, Facilities and Development, Auckland

DHB and Waitemata DHB

Direct Reports

:

Nil

Functional Relationships with :

Internal

All Waitemata / Auckland DHB teams

Project Steering Groups

WDHB Facilities and Development Managers and teams

ADHB Facilities Management team

External

Patients & Visitors

Local Authorities and Compliance Agencies

Specialist Professional Consultants

Building Contractors and sub-contractors

Project Control Group

Purpose :

To take the internal service user specific functional brief and to

develop a project facility design brief and plan, execute, and

complete a number of capital facility projects simultaneously

according to the approved timeline, quality requirements, and

below the approved budgets.

Manage resources and coordinate the efforts of the capital

facility project team members and external consultants and

contractors to deliver projects according to programme,

designed and approved plans and below the approved budget.

Define each objective and oversee quality control throughout

each capital project life cycle using best practice health care

facility design.

As a member of the Facilities and Development Management

team, the Project Manager will contribute toward group

strategic planning, business proposals and capital project

development as required by the GM F&D

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KEY TASKS & ACCOUNTABILITIES

RESPONSIBILITIES

Project Management

Project Scoping & Design

 Have knowledge of DHB standard requirements

 Meet with users to confirm brief

 Participate in user group meetings for the coordination of end to end project processes  Identify project stakeholders to ensure their

requirements are included within the design based upon best practice health guidelines.

Documenting

 Prepare documents suitable for pricing by external contractors. Either directly of ultiising the services of external architects and consulting engineers

Tendering

 Lead and/or oversee and implement the procurement process.

 Obtain pricing for projects in accordance with DHB guidelines

CAPEX / Business Case Documentation

 Preparation of DHB CAPEX & Business Case documents for project funding approval

Contract document preparation

 In conjunction with DHB legal department prepare contract documents

Building Consents

 Obtain all necessary approvals, permissions etc. required for the project to proceed

Project Management

 Lead and coordinate multi-disciplinary project teams in the progressive design, procurement and delivery of end to end capital facility projects to a defined program

 Oversee the buildability of the capital project and undertaking value engineering and peer review processes relating to capital facility project on behalf of Waitemata & Auckland DHB and Ministry of Health.

 Notify staff working in areas directly or indirectly affected by the project works  Obtain Infection Control and Prevention

Permits where required

 Interface with the construction teams to ensure clinical operations are maintained at all times in a safe environment.

 Manage noisy activities  Issue completion notifications

 Implement strategic policies and processes within overall project team.

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Health & Safety

 Ensure all DHB and legal / regulatory Health & Safety requirements are met

 Ensure site access is managed in a safe and effective manner

 Ensure that health and safety, and compliance issues are addressed at every phase of the project to ensure time and cost are not at risk during the period of every capital facility project.

Programme

 Oversee the implementation process and ensure milestones are achieved including actively participating in the operational commissioning of the capital.

 Ensure project timelines are achieved

Scope Change

 Ensure that the impact of scope change is fully investigated with regard to cost and

programme and assessed and if approved, introduced and undertaken in a controlled manner

Risk & Issue Management

 Identify and address emerging issues and disputes to senior management with internal user groups, external contractors and consultants, as it may impact on project milestones as necessary.

Project Administration

 Ensure communication and contract

instructions are issued to the project contractor in a timely manner

 Review contractor submissions e.g samples, drawings etc

 Attend meetings with users, contractors, regulatory bodies etc.

 Maintain regular and effective communication with internal service users and all members of the Facilities and Development team, along with external agencies or consultants as required

Project Financials

 Ensure project is delivered on budget  Ensure that the cost implications of the

ongoing design are fully assessed.

 Maintain full awareness of the project scope, approved capital budget and timeline (program), capital project facility risks and liaise with the Group Manager F&D in a timely

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manner. 

Reporting

 Report monthly on progress or as requested, to users, stakeholders and the Board using approved templates outlining the status of the design, procurement, budget and timeline (program) of the capital project to assist with decisions and approvals.

 Regularly review the status of the design, budget and timeline (program), to ensure written and verbal reporting is accurate including keeping up to date records in the project database.

Additional Duties

 Any other additional duties that may relate to the position are completed as instructed by GM Facilities and Development, Auckland & Waitemata DHB

To recognise Individual Responsibility

for Workplace Health and Safety

under the Health and Safety in Employment

Act 1992

 That you have read and understood the WDHB & ADHB H&S policies & relevant procedures and apply these to work activities.

 Identify, report and self manage hazards where appropriate

 Identify Health & Safety reps in your work area

KEY SKILLS

 Good understanding of commercial, contractual and financial capital project drivers

 Knowledge of engineering design, procurement and installation, commissioning management as well as commercial contracting

 Appreciation of licensing and compliance issues within a regulated environment

Key Outputs & Performance Indicators

Customer Satisfaction

Manage customer/user expectations and satisfaction through clear policy, process and communication

Key Performance Indicators % score from 360°feedback survey

Cost Management

Demonstrate via financial measures the effective _{utilisation of each approved capital project budget.}

Key Performance Indicators

Manage and deliver the capital project budget ensuring final costs are below the approved budget and within delegated procurement limits

Contract Management

Demonstrate via performance measures the effective _{management of consultant/contractor contracts}

Key Performance Indicators Contract performance KPIs

Consultant/Contractor Management

Demonstrate via performance and financial measures the best practice for management of consultant and procurement practices

Trend for best practice selection, engagement, and management of contracts relating to the successful delivery of capital facility projects

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and Facilities Maintenance team

Deliver project outcomes within agreed time, to approved quality and below budgeted parameters including final costs

Personal Attributes / Competency Profile

Leadership

Self motivated individual with people management skills having the ability to oversee, negotiate, be assertive, coach, instruct and facilitate.

Customer Focus

Ability to critically analyse the customer/user’s needs and recommend a solution that is economically fit for purpose.

Team work

Engage and work alongside Facilities and Development team, clinical users, external consultants and

contractors and the ADHB Facilities Management team for the benefit of our community

Communications

Ability to present (verbal & written) opportunities and _{gain agreement from all levels of the organisation.}

Technical Skills

Well versed and practical understanding through industry experience in modern project management techniques within complex, multi-functional

organisations. Can interpret specialist technical advice.

Consultant/Contractor Management

Experienced in managing external

consultants/contractors on time, quality and cost.

Financial Mangement

Set, interpret, and manage cost codes for all stages of the end to end project management of various capital facility projects for Waitemata DHB

VERIFICATION:

Employee:

_________________________________

Department Head:

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PERSON SPECIFICATION

POSITION TITLE: PROJECT MANAGER

Minimum

Preferred

Qualification

Relevant construction/building tertiary qualification

Construction or Property Undergraduate qualification

Experience

Proven experience as a project

manager within a dynamic and diverse environment, preferably with healthcare facility experience.

Knowledge of engineering design, procurement, construction and installation/commissioning management with a minimum 10 years Project Management experience

Personal

Relates well to people across organisations

Builds relationships and engenders trust

Actively participates within a team environment

Able to lead a diverse range of people

Attributes

Excellent communication skills both verbal and written

Political understanding of the health sector in general

Health sector experience Good understanding of commercial,

contractual and financial project drivers

Contracts management

Computer literacy to an advanced user level including Microsoft Project, Excel, Word, Access and Outlook.

Microsoft Office suite 2010

Advance written and verbal communication skills, including completing project briefs and reports