Deputy Transformation Manager

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Detailed job description and main responsibilities

Responsibility for Physical and Financial Resources and General Administration

• Provide support as required for the development of PIDS/QIAs as required.
• Production and maintenance of Project/Programme Plans and reports for presentation and approval at relevant Boards.
• Manage input from broad, multi-disciplinary trust-wide programmes and teams to lead and support the development and delivery of meetings and associated reporting papers.
• Assist Divisional, Operational and Transformation Managers in administrative duties. If required in the delivery of projects, including the management of changing demands and pressures that may impact project delivery.
• Responsible for project governance documentation and templates as set by the Divisional, Operational and Transformation Manager or Finance.
• Produce clear visual materials, project documentation for use in reports, local briefings, workshops and meetings for both internal and external presentations when required.
• Maintain and further develop a project administration system to ensure that actions are tracked and delivered on time and refine project and programme tracking tools as necessary.
• Be responsible for undertaking production of both routine and complex reports and presentations that may contain medical technical or financial terminology, tables and graphs using Trust data.
• This may require establishing and up-dating spread sheet and databases.
• Produce reports that contain sensitive change and performance data; also includes creating, updating and giving PowerPoint presentations on this.
• Undertake short- and long-term planning to support programme governance.
• Lead and support departmental process improvement initiatives.
• Co-ordination of communications planning for projects.
• Ensure that all requirements for procurement and schemes of delegation are adhered to as stated in local standing financial instructions.

Project Management

• Responsible for deputising for Networked Services Transformation Manager where required.
• Understand and utilise project management methodology and use the relevant elements of the Trust's project management toolkit to deliver against objectives, including the key areas of: time, cost, quality, risk management, benefits realisation, milestone reviews and evaluation.
• Lead and co-ordinate project teams, ensuring projects are managed, supported and delivered in line with the planned and agreed timescales, delivering the functionality and benefits identified.
• Ability to produce high quality, audience specific managements and project reports and plans from working knowledge, seeking additional information and detail where required.
• Work under direction to establish, coordinate and chair where required, groups that are necessary to support the successful delivery for responsible project areas. This will include regular communication, planning and scheduling of meetings, setting agendas, production and distribution of meeting papers, keeping action log, risk and project plans updated and distributing, ensuring progress and completion of agreed actions.
• Attend, present and support as required at Trust meetings, raising awareness of the project and ensuring full understanding of the objectives and requirements.
• Ability to command respect and create a sense of community within a team, whilst at the same time having the ability to exert challenge where required in order to deliver positive results.
• To lead and support, as relevant, on the development and management of project plans, risk/issue logs, benefits plans and communication plans. These should be robust and have clear strategies to ensure success.
• Ensure the monitoring and evaluation of changes in practice through the collection of high quality and timely data, using electronic and paper systems as required.
• Organise and where relevant lead or coordinate appropriate activities at project completion including post implementation review and transfer of information/knowledge.
• Identify and establish mechanisms to quantify, develop plans to mitigate and monitor risks, issues or barriers. This will require clarity on appropriate thresholds for escalation. Escalate / present to senior management as appropriate.
• To continually monitor the project scope and ensure delivery in line with the plans set out.
• To identify and engage in processes to effectively manage interdependencies with other projects/workstreams across the Trust, taking action and necessary where any action impact is anticipated or noted.
• To provide regular updates on progress against appropriate elements of the project plan, produce reports and present to the programme and organisational boards, taking ownership of projects and actions.

Training

• Preparation, delivery and facilitation of training to divisional staff as required.

Communications and Leadership

• Be a point of contact for divisional transformation, dealing with verbal enquiries and correspondence in an effective, courteous and timely manner.
• Systematic identification, analysis and planning of actions to engage with stakeholders.
• Assist the Divisional Service Transformation Manager to presenting complex, sensitive and contentious information to divisional teams on CIP initiatives where agreement and co-operation required.
• Lead and support the development of formal reports to relevant Boards and dissemination and management of sensitive patient information adhering to the Data Protection Act.
• Influence and align others towards a common purpose to empower and inspire people to achieve project success, enabling the project to proceed in an environment of change.
• Regularly collect, analyse, present to a variety of stakeholders and disseminate quantitative and qualitative data as required. This may include the use of questionnaires, interviews and focus groups. Reviews and maintain an overview of relevant research, best practice, topic-specific literature, national updates and benchmarking reports produced by NHS partner organisations.
• Responsible for coaching and mentoring any member of project teams as needed and line management of junior staff if applicable.

Planning and Organising

• Planning of long-term deliverables on a number of interdependent activities, regularly monitoring and adjusting plans as required.
• Manage the identification, planning and delivery of benefits.
• Responsible for providing administrative support commensurate with the needs of the projects of programmes of work, including logging of actions, diary coordination, arranging meeting, updating of all relevant meeting and project documentation and other administrative duties as required.
• Define and agree quality expectations and project quality plans, recommend and apply improvements and corrective actions where required.
• Co-ordinate the preparation of submissions to other Boards, and present as necessary, for key stakeholders in order for them to have confidence in the programme.
• Be responsible for pulling work together for the provision and creation of transformation documentation including; regular reports, presentations and minutes as appropriate, Project/Programme plans/milestones, benefits register and Risk/Issue Registers.
• Co-ordinate document management and control for transformation documents.

Research, Development and Audit/Data

• Regular development and collation of information to enable audit and monitoring of CIP progress and problem identification / reporting of a number of streams within the CIP programme.
• Identify and proactively lead and support the management of individual risk and issue events and overall project risks across the portfolio of projects.
• Active management of the internal and external linkages and inter-dependencies (e.g. political or legislative changes, structural or organisational plans) across programmes and/or projects, and incorporating any changed into delivery plans.
• Production of monthly reports on the portfolio of projects monitoring programme spend against approved budget.

Freedom to Act

• Work autonomously, prioritising own workload.
• Encourage self and others to take responsibility for making decisive decisions to move things forward.
• Proactively engage with wider organisation context and identify opportunities to take action and make improvements. Closely align work to internal Strategy team divisional teams, and to local and national policies and procedures.

Other Duties

• Maintain confidentiality and integrity at all times.
• Adhere to all Christie policies.
• Maintain a flexible approach to work in order to meet required targets.
• Undertake any other duties that may be required which are consistent with the grade and responsibility of the post-holder.

Person specification

Qualifications

Essential criteria

• Relevant degree level qualification plus post graduate qualification, or equivalent experience in transformation.
• Willingness to undertake additional training and qualifications for the role as required.

Desirable criteria

• Lean Six Sigma/Improvement methodology qualifications.
• APM/ other Project Management Qualifications.

Experience

Essential criteria

• Experience in working within a project management office/transformation team environment.
• Experience in managing and supporting the delivery of a portfolio of projects.
• Experience of managing multiple priorities and meeting deadlines.
• Experience of writing reports for a wide range of audiences and stakeholders.
• Experience of planning and management using a structured project management methodology
• Demonstrable project management experience with evidence of affecting change, process redesign and establishing monitoring/evaluation mechanisms.
• Demonstrable Service Improvement experience.
• Experience of organising and delivering training.

Desirable criteria

• Training in and experience of utilising Lean and Six Sigma improvement techniques.
• Previous experience of working in the NHS.

Skills

Essential criteria

• Ability to set own priorities and to work under own initiative and to set deadlines.
• Project planning, implementation and control gained through experience using formal project planning tools.
• Ability to work with a range of stakeholders quickly understanding needs of service areas.
• Strong oral, written, presentation and negotiation skills.
• Well-developed time management skills with an ability to deliver to multiple and conflicting deadlines.
• Strong negotiating and influencing skills, ability to communicate with impact and be able to convince through personal credibility.
• Ability to present to a range of audiences.

Knowledge

Essential criteria

• Extensive IT knowledge across a range of areas including Microsoft Office, and Clinical Systems.
• Comfortable in using Excel (e.g. use of pivot tables, presentation of data in range of graphical formats and a good understanding of basic formulae), Visio and PowerPoint.
• Knowledge of risk and issue management processes and utilising these to ensure that all dependencies and the risks that these may pose to the project/programme are minimised.
• Knowledge and experience of developing and implementing policies and procedures
• Good knowledge of programme and project management tools, techniques and methodologies

Desirable criteria

• Good understanding of Lean Six Sigma improvement techniques
• Knowledge of clinical processes and NHS administration procedures
• Understanding of the NHS and its structure and governance

Values

Essential criteria

• Ability to demonstrate the organisational values and behaviours

Other

Essential criteria

• Ability to think creatively with excellent problem-solving skills
• A self-starter with the strength of character to influence others
• A team player able to contribute to wider issues of the NHS
• Organised and logical approach to work and high-level attention to detail
• Commitment to improving services for staff and patients
• Excellent communicator with strong negotiation and facilitation skills and the ability to influence and effect change at both a clinical and managerial level

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy

All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.

By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.

You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Job Description and Person Specification (PDF, 264.3KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Trust Membership - Christie Talent (PDF, 23.0KB)
• Travel to The Christie (PDF, 3.8MB)