Ward Administration Team Leader

Job overview

The post-holder is responsible for providing project management and support to ensure outputs are delivered effectively.

The post holder will take a lead on one or more projects, responsible for planning, day-to-day delivery, and subsequent performance management, adjusting plans as required to ensure that risks and issues are mitigated.

The post holder will work with clinicians and managers to ensure provision of the best possible patient experience and service delivery.

A key role will be the rigorous definition and oversight of the projects including risk and issue management.

The post holder will work collaboratively with internal and external stakeholders to ensure effective management of interdependencies and delivery of objectives.

It is expected that the specific projects managed by the post holder will change over time as the portfolio of work changes.

Main duties of the job

Project Management

Manage the production of project plans that deliver agreed milestones and objectives.

Develop business cases, including feasibility studies, outline business cases (OBC), and detailed scheme designs.

Provide project management expertise to the individuals in the project team and ensure that the leads have clear responsibilities, priorities, timescales and track delivery.

Design, facilitate and effectively lead project management meetings with stakeholders, ensuring breadth in participation and a focus on action planning.

Develop and maintain effective project reporting to project board.

Proactively mitigate risk across all project activity and assure that programme / project leads and stakeholders are aware.

· Determine and allocate staff and other resources for the project, monitoring work allocation and re-allocating as necessary to ensure successful delivery to time, cost and quality.

Use appropriate project management practices and facilitate meetings of clinicians, managers, patients and other partners to agree priorities and action plans.

Proactively monitor progress to ensure the project is managed in line with the Trust’s Values, Standing Financial Instructions, project management processes, and in compliance with appropriate legislation, statutory approvals and mandatory standards.

Plan and implement appropriate evaluation and audit of projects across sites and organisations.

Working for our organisation

The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

Financial Management

Support the management of contracts, specifications for tenders and awarding of new contracts.

Manage a delegated budget for own area of work to ensure best value for money, including signing off invoices, monitoring expenditure and providing budgetary reports.

Actively monitor expenditure against budget and address problems at an early stage.

Manage the commissioning and procurement of products, equipment, services, systems and facilities, as required for the delivery of the project.

Manage complex recharging arrangements across multiple organisations.

Staff and Stakeholder management

Manage engagement plans for project to proactively ensure that positive and effective relations are developed and maintained between members of the team, all clients and key internal and external stakeholders throughout the project.

Manage strategies to achieve acceptance, consensus, and alignment of views, both formally and informally from senior managers and clinicians.

Use negotiation, persuasion and motivational skills to gain support for the programme across the breadth of stakeholders, including commissioners, patients and providers.

Ensure that delivery plans are developed and regularly updated for all projects. Ensure that effective communication continues throughout the life of the project.

Ensure that satisfactory systems are in place to maintain effective communication within the programme office.

Provide full line management and leadership to project team, assigning responsibility for individual projects, providing day to day technical support and balancing the workloads of individual team.

Lead project management training and model practices to both internal staff members and external stakeholders and partners.

Work in a matrix management style and foster close working relations with other stakeholders.

Provide support and guidance to team members on all aspects of project delivery, including technical areas. Ensure that lessons learned are addressed and taken forward.

Information Management

Develop, implement, monitor and evaluate project information management systems, ensuring they are fit for purpose to a range of audiences.

Manage project team to develop, refine and implement project data collection systems that will provide accurate and timely data, including quantitative and qualitative data.

Maintain databases required by the project.

Develop policies and protocols to support the project that are consistent with Trust standards.

Support wider review and development of existing project information management systems to ensure an integrated approach to project management.

Strategy, Change and Service Improvement

Manage the development of a project strategy including research and development to identify, develop and promote best practice.

Ensure infrastructure in place to test and review new concepts, models, methods, practices, products and equipment.

Design and implement innovative methods to gain patient and public involvement to inform service direction, improvement, user satisfaction and as a tool for performance management.

Regular horizon scanning of best practice and ways of working within the sector and within project management.

Personal Development

Maintain up to date knowledge of a range of skills including service improvement techniques and be responsible for developing and maintaining own CPD programme.

Research and Development

Undertake primary and secondary research, audits and evaluations as required.

People Management and Performance

Lead, coach and manage the performance of the team in line with good people management practices. Ensuring excellence is recognised and underperformance is addressed.

Participate in regular performance appraisal meetings and ensure each member of the team has a clear set of objectives and development plans.

Ensure the team is compliance with all statutory, mandatory training together with any professional training requirements, ensuring they are up to date and fully compliant.

Manage team absences including sickness in line with Trust policy ensuring the appropriate return to work meetings occur, e-roster is updated and productivity is at keep to the highest possible level.

Identify and fill any vacancies that arise within the team in line with the Trust’s recruitment policy and process.

Identify talent and support the internal talent management process in order attract and retain and succession plan for your people.

Review skills mix at regular intervals in order to identify any potential opportunities to maximise resource utilisation / allocation, ensuring job descriptions are kept up to date. Ensure overall wellbeing of the team is maintained. Continuously support in improving the morale of the team and implementing a culture of zero-tolerance for bullying and harassment.

General

The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.

To observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.

We want to be an organisation where everyone shares a commitment to delivering the very best care and feels like their contribution is valuable and valued.

Person specification

Education & Qualifications

Essential criteria

• Educated to Masters Level or equivalent knowledge in a Construction Related Qualification, skills and experience.
• Formal qualification in Project Management (PRINCE 2) to practitioner level or equivalent

Desirable criteria

• Evidence of recent Continuing Professional Development
• Professional Membership of a relevant construction related body

Knowledge & Experience

Essential criteria

• Evidence of managing successful project and/or operational performance and improvement; including business case preparation, service initiation/ commissioning, contract negotiation and the development and monitoring of output and outcome measures.
• Project Management experience in managing complex services including design, development, implementation and management of change in a multiple stakeholder environment.
• Experience of managing complex budgets from a range of income sources and demonstrable evidence of individual, team, financial, process and change management.

Desirable criteria

• Knowledge and understanding of the changing NHS environment, strategy, and policy agendas.
• Knowledge and experience of NHS acute environment technical design requirements and experience of implementing projects requiring the same.

Skills & Competencies

Essential criteria

• Extensive knowledge of operations and / or project management methodologies and techniques
• Extensive knowledge of contract management.
• Excellent understanding and track record of successful change and project management.
• Highly effective people and project management skills.
• Use advanced analytical and judgement skills including understanding and application of complex statistical and numerical data.
• Work flexibly, prioritise workloads and resource them in response to changing demands and requirements.
• Excellent interpersonal, communication (written, oral, presentation, facilitation), networking and negotiation skills with a track record in consistently delivering performance targets and writing complex business cases, policies and change.
• Excellent management skills including motivating and coaching staff.
• Excellent organisational skills and the ability to prioritise, meet deadlines and delegate effectively
• Ability to find innovative ways of solving or pre-empting problems.
• IT literate, including competency in MS Office programmes and in particular in Excel and MS Project.

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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