Project Manager Cardiff, Wales
Job description
Communication and relationship skills Communicate effectively and liaise, develop and build relationships and effective lines of communication with key partners, including within Public Health Wales, local health boards, primary care clusters, Welsh Government and external partners. Coordinate bespoke events and/or programme packages of support to LHBs. Provide training, presentations and information to a range of groups: the subject matter may include service change. Provide and receive highly complex, sensitive or contentious information in relation to the work programme for the Division.
This may include confidential data. Facilitate and participate in meetings at a variety of locations within Wales. Negotiate and motivate teams on project delivery including linking in with other public health / primary care initiatives. Communicate sensitive information about performance and change as required.
Build and manage delivery plans in line with project/programme methodology including: Gathering and receiving information, this is often of a complex and sensitive nature Communicate project sensitive information requiring agreement or co-operation from programme managers, service users and stakeholder organisations and provide advice as necessary. Summarise reports and other key documents Design and deliver routine and on occasion complex formal presentations to large groups. Analytical and judgmental skills Analyse information made up of various components, e.g. competing project plans, to identify the critical path for the overarching programme.
Make a comparative assessment against known facts/information in order to highlight issues and produce trend related information e.g. information from the Public Health Wales Observatory, cluster plans. Evaluate and monitor identified risks and issues and highlight necessary action to mitigate/resolve. Analyse and monitor performance, workload or resource reports, resolving any failures in meeting project standards.
Assess and prioritise own workload within given timeframes to meet deadlines. Monitor progress of defined aspects of specific projects / programmes, identifying problems or opportunities and take action as necessary. Planning and organisational skills Project manage the organisation and planning of complex meetings and events, involving a range of stakeholders, including programme and project groups and workstreams. Produce project initiation documents (PID) for straightforward projects, working with senior managers, stakeholders and colleagues within the Divisions, including scoping and shaping the project.
Adjusting project documentation and timescales as required and in accordance with the direction set by senior managers. Provide high level support to programmes and projects which will include undertaking specific pieces of work and managing and monitoring project information. Support senior managers in the delivery of project training and awareness sessions. Coordinate and disseminate programme and project resources such as best practice case studies.
Responsibility for patient/client care Assist and respond to enquiries from members of the public and external organisations. Assist with members of the public and external organisations e.g. in the event of an outbreak, emergency situation or at attendance at events and external locations. Responsibility for policy/service development implementation Support the development, co-ordination and adjustment of programme and project plans to deliver the Divisions work programme to include the scheduling of activities and milestones.
Develop procedures appropriate for own work area and implementation of Public Health Wales Policies within the Division. Ensure team compliance with organisational policies and procedures. Develop and implement systems guidance, sharing of information for best practice, and provide training for team members. Implement policies for own work area and propose policy or service changes which impact beyond own area of activity which may include changes to reporting structures/methods that affect multiple users at same or different locations.
Monitor the quality of work for designated projects and take appropriate action to address any areas where standards can be improved. Responsibility for financial and physical resources systems Ensure the effective use of all resources including monitoring project accounts in line with agreed budget on a day-to day basis. Identify errors or problems and take necessary action to resolve, such as analysing financial queries and budget management. Record project expenditure in accordance with procedures.
Responsible for the care and safe use of office equipment and security of office premises, reporting faults/failures to responsible person. Administer the project budget, escalate concerns about finances and resources appropriately. Organise the publication and distribution of project resources to partners/stakeholders as required. Responsibility for human resources Provide line management support and day-to-day supervision or coordination of staff as required.
Train new staff in activities, processes and procedures when required. Play an active role in the induction process. Manage the support of personnel / HR procedures. Participate in self-development to continually improve performance and undertake development activities that are identified.
Responsibility for information resources Develop and maintain robust programme and project plans in accordance with the Divisions work programme Service meetings/events and attend relevant meetings taking formal and informal minutes when requested and producing reports of the outputs from events. Set up, manage and maintain information databases, ensuring that information is securely stored, filed appropriately and retrievable. Produce regular reports identifying performance against project plans. Use a wide range of IT applications to collate and collect data/information to create reports and to present data relating to programme and initiatives.
Ensure security of records in line with the Data Protection Act. Ensure compliance with information governance, information management, technology and communications policies and procedures. Responsible for the overall maintenance of relevant programme and project information systems. Responsibility for research and development Provide a source of intelligence on activities as part of everyday work.
Review, renew and audit systems when required. Undertake audits or surveys as necessary e.g. to ensure project plans remain fit for purpose, these can be quite complex in nature dependent on the remit of the project/programme. Freedom to act Act as a lead specialist on specified projects.
Adopt a flexible approach to accommodate urgent or ad hoc requests. Guided by standard procedures, good practice and understands the standards and results that are to be achieved. Required to manage and prioritise own work load, work independently and using own initiative. Take responsibility for own actions and those of line managed staff.
