Capital Planning Project Manager

This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices).

Worcester Acute Hospital Trust provides healthcare for the population of Worcestershire across 3 main sites- Worcester Royal Hospital, Alexandra Hospital Redditch and Kidderminster Hospital and Treatment Centre. Each site has its own challenges with building condition and development opportunities. WRH is a PFI with 5 years left on the concession, AHR is a 1980s nucleus design hospital and KTC is a mixture of 1960s and more modern buildings.

Worcestershire Acute Hospitals NHS Trust is seeking an experienced and motivated Capital Project Manager (Band 7) to join our Capital Planning Team and support the delivery of a diverse and challenging Trust-wide Capital Programme.

This is a key role responsible for managing a portfolio of capital projects from inception through to completion, ensuring delivery to time, cost and quality standards while maintaining full compliance with statutory, regulatory and Trust requirements. The post holder will work closely with clinical, operational and estates colleagues to ensure projects are delivered safely, efficiently and with minimal disruption to patient care.

Job description

Key working relationships

Head of Operational Estates and Technical Services

Head of Facilities

PFI Team

Capital Finance Team

IPC team

Fire Safety Team

Health and Safety Team

Clinical and Operational teams

Role:

The Post holder will be part of the Capital Planning Team and be integral to ensuring the delivery of the Trust Wide Capital Programme.

Responsible for successfully delivering Capital Projects to time, quality and cost.

The post-holder will :

Be responsible for the delivery of a portfolio projects ranging in size and complexity, using defined industry standard Project Management methodologies and best practice

Scope and specify projects including preparation and drafting of Project Initiation Documents, programmes and cashflow

Plan and manage project resources, including virtual teams in a matrix environment

Monitor projects against scope, programme, cost and quality and manage changes in line with change control methodology and Trust Project Processes.

The post holder needs to have excellent communication, organisational and project delivery skills, to work as part of a dynamic team

Key Duties

Due to the nature of the post, the post holder will be on occasions required as necessary to work at weekends and in the evenings.

Communications and Relationships

Advise stakeholders on the options available to meet a project brief and demonstrate best practice and value for money. This may involve highly complex, sensitive or contentious information whereby the Project Manager will be tasked with obtaining agreement or cooperation for Project solutions that may be different form the original Client Brief

Articulate the users requirement into language suitable for construction professionals.

Act as arbiter between the various stakeholders in order to manage expectations and achieve the most beneficial outcome.

Act as a point of contact for Trust staff, consultants, contractors and representatives of other bodies

Ensure early engagement with Trust representatives-

o Infection Prevention and Control

o Fire Safety

o Health and Safety

o Digital

o Facilities

Manage contractors and/or representatives of user departments to ensure the compliance with the Control of Contractors policy and help to ensure that disruption to services in those departments is kept to a minimum.

Produce reports including programme/budget summaries with risks and escalations to Project Boards

Prepare bids for internal Capital Funding requests

Prepare requests for PFI management and delivery of projects

Engage where necessary, the aid of external consultants for professional guidance and the design of schemes

Analytical and Judgement

Responsible for providing information and recommendations to the Capital Programme Manager as part of Capital Programme planning and the Estates five-year plan.

Monitor all areas of performance including design, technical information, compliance, programming and site management

Provide specialist knowledge across a range of works and building knowledge including all relevant construction related legislation, Health Building Notes and Technical Memorandum

In the event of an external contractor or professional consultant not performing the Project Manager will be responsible for following the procedures and processes to minimise the impact and risk to the project programme, finances and the Trust

Planning and Organisation

Consider, assess and manage each project according to scope, programme, budget, cashflow and quality.

Actively manage a project from inception through to completion including:

o Production of the brief

o Feasibility studies

o Input into business case / options appraisals

o Financial planning / cost estimates

o Procurement

o Production of project programme.

o Assistance with the relocation process

Develop the programme of works ensuring minimal impact on patient care and operational activity

Manage the transfer of services ensuring that all medical, paramedical, ancillary and FM contractors integrate smoothly and fully to ensure patient, visitor and staff safety and to minimise the impact on clinical activity

Liaisewith Operational Estates Team concerning scheduling and the use of direct labour on schemes and for the specification of engineering plant.

Responsible for the development and management of the commissioning and handover process, ensuring all stakeholders are involved in handover, sign off and any relevant systems training

Identify the APs who will be responsible for any ongoing repair and maintenance and ensure early engagement

Policy and Service development/ implementation

Responsible for following departmental processes and procedures

Implement Trust policies and standards relating to construction, procurement methods and performance.

Ensuring full compliance to statutory regulations inclusive of HTMs, HBNs, CDM and BSA

To partake in regular continued Professional Development training as necessary to the role.

Support the development of a programme of energy conservation, sustainability measures and green policies to meet government and NHS targets.

Responsibilities for Finance and Physical resources

Ensure that schemes are brought in on time and on budget and that any risks to this are escalated to Capital Programme Manager and the Project Board

Compliance with Trust financial procedures and Standing Financial Instructions.

Responsibility for Project Budgets and communicating changes to budgets/ cashflow to the Capital Finance Team with options for mitigation

With the Capital Programme Manager, develop procurement strategies for each project

Ensure all procurement process are managed in line with Procurement Regulations and Trust SFIs

Produce all Contract Award Governance documentation and manage the approval process

To appoint, manage and be responsible for external professional consultants and contractors within an authorised budget as a Budget Holder within agreed limits

Responsible for generation of Purchase Orders (PO) for services

Managing regular contractor and professional consultant performance reviews

Responsible for co-ordinating the commissioning team activities, ensuring all relevant operational managers are involved in the commissioning process and have ownership of its objectives.

Motivate, develop, direct and support in-house labour, external consultants and contractors

Directly responsible for and manage teams of external professional consultants as required for each project.

Review at regular intervals to ensure that statutory updates are incorporated into policies and procedures

Information resources

Produce regular progress minute meetings and reports including the production of initial scheme programme report to inform clients of progress etc.

Scrutinise and quality control all documentation including development drawings and specifications issued to the Trust by external professionals.

Quality Assess and ensure that the technical manuals and operational policies for the new building are complete, compliant and formally handed over to operational management.

Responsible for the production of design and tender documentation relating to all projects within the Project Managers portfolio of Capital Projects.

Production of a full suite of project documentation for all projects

Ensure building and hospital site plans are updated following project work, in both hard copy and computer (CAD) files with the Estates Information Manager.

Support requests from auditors for information at end of financial year

Quality

Monitor the performance and information provided by external professional consultants and building contractors against relevant legislation, contracts, Health and Safety, project delivery, compliance issues and report back to the Capital Programme Manager Divisional Leads and Procurement as and when necessary.

Set up Capital Project boards in order liaise with clients and prepare design briefs to ensure quality and best value procedures for managing the schemes.

Set up and manage Project Workstreams and ensure accurate reporting back to Project Boards

Record any derogations from Statutory and Non statutory Guidance and Regulations and to communicate and advise on these derogations with Clinical Leads, Divisional Leads and the necessary Trust Boards.

Physical effort

Support full site and building surveys

Conduct site visits during the works in line with Health and Safety requirements, to provide assurance of progress, monitoring of adherence to policy/procedures and regulations and resolve issues

Regular travel across all 3 Trust Sites

Mental/ Emotional Effort

Manage multiple deadlines and meet all pre-established timeframes.

Responsible for managing differing opinions within stakeholder groups to ensure a consensus is reached

Responsible for managing external contractor and professional consultant grievances in line with Estates procedures and processes and the relevant governing institution (i.e. RICS, RIBA, CIOB, etc)

Person specification

Personal Qualities

Essential

• Prioritisation: able to manage work of self and others to accommodate competing priorities and meet demands
• Proactive, positive and collaborative approach to working with multiple teams
• Ability to remain calm and professionally manage situations when dealing with competing challenging opinions
• In possession of a valid UK driving licence and access to a vehicle to travel between all 3 Trust Sites

Experience

Essential

• Evidence of successful delivery of projects to required scope, time, quality and cost

Desirable

• Demonstrable experience of working in the NHS acute sector
• Experienced in facilitating workshops, meetings and engagement sessions with multiple stakeholders
• Experience of working constructively with NHS clinical/operational and management teams
• Experience of using NHS information, benchmarking data and hospital information systems

Skills/Knowledge

Essential

• Proven knowledge of RIBA Plan of Work
• Demonstrable skills in Project Management processes, including change control methodology
• Presentation: being articulate and skilled in presenting complex ideas and proposals to a diverse audience with a range of understanding of capital projects.

Desirable

• Detailed understanding of NHS Trust regulatory requirements and performance expectations
• Knowledge of construction procurement methods
• Understanding of HTMs/ HBNs

Qualifications

Essential

• Educated to degree level or equivalent experience in building services/ construction project management
• Project Management Qualification, such as PRINCE2, or APM
• Or-Apprenticeship in Project Management level 4

Desirable

• IOSH- Managing Safely

Internal NHS Job Vacancy

Essential

• This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices). Please confirm below which NHS organisation in Herefordshire and Worcestershire you currently work for

About the employer

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.