Detailed job description and main responsibilities

Communication and working relationships 
Communicate complex, contentious and sensitive information to a variety of Stakeholders

Propose changes in conjunction with working groups that may have wider 
implications for the organisation

Use motivational skills to encourage collaborative working where there may be resistance to change

Build strong relationships with project teams to obtain hard and soft 
intelligence that triangulates with formal project documentation
Advise on how to improve the flow and efficiency of Programme reporting and documentation

Deal with complex enquiries from a variety of stakeholders in a sensitive and sympathetic manner and respond with timely and accurate information or pass the enquiry on to the relevant team member who can help

Secure commitment from others to deliver agreed work within defined 
timescales using tact, persuasion and negotiation skills 

Hold project leads and project teams to account for delivery and corrective action where required

Support in the communication and update of information about projects in their various stages of development, particularly where needs change

Due to the nature of the Programme Management Office, the information 
communicated is highly complex, contentious and of a sensitive manner
Planning and organisation

Liaise with project leads and produce progress updates and recommendation reports on a regular basis, as requested for projects within areas of own responsibility

Co-ordinate and support Programme Management Office projects by 
producing and maintaining formal project management documentation

 Receive and collate action plans and / or the requirement for action from a variety of sources and report on this in appropriate forums and formats as required. 

Responsible for managing own workload and to work both independently and as part of a team. This involves prioritising and organising workload as required and working to support other members of the team at times when the team capacity is stretched. 

Analytical and judgement 
Undertake analysis of financial and performance data, assess projects and 
identify areas for collaborative working.

Critically review projects and provide expertise in project and programme 
management to ensure projects are designed appropriately to deliver the 
intended benefits (particularly cash releasing), aligned to organisational goals

Challenge any data anomalies recognised through report analysis, through discussion with relevant leads and with staff members responsible for management of the information on a day to day basis. 

Interpret complex information which relates to project outcomes and ensure this is communicated effectively to the line manager, project team and others as required. 

Undertakes analysis of information interpreting any trends, patterns, gaps and preparing this in an appropriate presentation to communicate back to the information requester. 

Analyse financial data, including project budgets and resources (with Finance Team)

Responsibility and accountability
Post Holder will work autonomously to clearly defined Trust and PMO policies and procedures

Deal independently with routine business matters in a professional, prompt and effective manner and use own initiative

Ensure that urgent matters are brought to the attention of the appropriate person as soon as they are identified

Responsibility for patients and client care

Incidental contact

Policy and service responsibility
Support the development and implementation of policies within the PMO, 
ensuring alignment to Standing Financial Instructions and Standing Orders, local audit requirements and organisational goals.

Work regularly with Trust policies and at times (to be dictated by projects 
being worked on) be involved in the amending and ratifying of policies and 
procedures. Proposing changes to practices or procedures which impact on the Organisation and own work area.

Participate in the use of redesign tools and techniques i.e. process mapping, facilitation, demand and capacity analysis, project management etc. 

Responsibility for finance, equipment and other resources

Responsible for safe use of Trust equipment.

Take responsibility for programme information system

Monitoring and reporting of cash releasing savings delivery by projects in 
portfolio.

Responsibility for supervision, leadership and management
Holding to account project leads and project teams for delivery of milestones and KPIs.

Information technology and administrative duties
Maintain governance infrastructure to ensure and facilitate the smooth running of the governance structure for the CIP programme.

Ensure that the overall programme risks and issues log is maintained.

Identify and manage critical issues, including the implementation of recovery plans when required.

Ensure projects are assessed for impact on quality and equality (Quality and Equality Impact Assessment)

Provide assurance on the progress of projects to a variety of formal and 
informal forums

Provide financial reports to key stakeholders (with Finance Team)

Present complex information succinctly in a range of formats, including 
verbally and through the use of information technology, to a variety of 
stakeholders.

The post-holder needs to be able to demonstrate the ability to design methods for displaying a range of information (e.g. graphs, charts etc).

To co-ordinate and provide routine and ad hoc reports, either written or data analysis extracted from information systems as and when required.

Manage document and archiving on behalf of the teams and where appropriate, set up new systems of managing documents and project processes.

Responsibility for research and development

Regularly undertakes audits, analysis, surveys, self-assessments etc in order to collate and analyse information that will support judgements and decisions to be made. 

To ensure quality control/reconciliation to and with source systems as set by the performance information team and within the required data quality standards.