Assistant Project manager (APM)

JOB TITLE: Assistant Project Manager (APM)
DIVISION: RFLPSL
SALARY BAND: Grade G
RESPONSIBLE TO: Project Manager/ Senior Project Manager
ACCOUNTABLE TO: Director of Capital Projects
HOURS PER WEEK: 37.5 per week
LOCATION: Royal Free NHS Foundation Trust with cross site and regional working

TRUST GOVERNING OBJECTIVES:

1. Excellent outcomes for patients
2. Excellent experience for our patients, staff and GP’s
3. Excellent value
4. Full compliance
5. A strong organisation

JOB PURPOSE:

The purpose of the role is to advise and support the Project Managers, Senior Project Managers and others within the Capital Projects and External commission teams. To take responsibility for the coordination, management, and delivery of aspects of Capital projects to ensure objectives are achieved in terms of specific performance, time, cost and quality. Undertaking the role of Assistant Project Manager on Capital schemes.

KEY JOB DIMENSIONS

Professional Requirements: Graduate in a building or estates-related discipline and ideally working towards a professional qualification. The postholder must have knowledge of the management of construction projects and be able to analyse complex financial and qualitative data in order to feedback findings in a concise and constructive manner.

Budget Responsibility: None

Organisational Responsibility: To support and advise the Project Director, Programme Manager and Project Manager for schemes in line with governing objectives so as to achieve long term best value for the benefit of patients, staff and clinical service.

MAIN DUTIES AND RESPONSIBILITIES

Royal Free World Class Values
The post holder will offer World Class Care to service users, staff, colleagues, clients and patients alike so that everyone at the Royal Free can feel:

• Welcome all the time
• Confident because we are clearly communicating
• Respected and cared for
• Reassured that they are always in safe hands

1. PRINCIPAL RESPONSIBILITIES

1.1 To provide support to the scheme Project Manager, Programme Manager and others as may be appropriate within RFLPS with the overall project management of the scheme, including scheme programme, cost and quality.

1.2 To support the management of the overall scheme programme. This will include reviewing and developing programmes for various aspects of the work and monitoring progress to ensure they are delivered.

1.3 To liaise with the Organisations’s clinical and operational teams, the project team and Principal Supply Chain Members (PSCM)s to organise the development of the detailed scheme design, output specifications and room data sheets.

1.4 To respond to specific requests for information from the PSCMs and the Project Manager / Programme Manager and liaising with Organisations clinical teams, facilities management services and others to provide the required information.

1.5 To provide administrative support to the project governance structure. This will require facilitating and attending various meetings associated with the management of the project. This will include preparing papers, taking minutes and following up actions from meetings.

1.6 To provide support to the scheme Project Manager in the financial management of the project, raising orders, monitoring expenditure, and liaising with the Organisations’s finance team, procurement team and the scheme’s appointed cost consultant.

1.7 To take responsibility for the contract administration of the construction contracts. Ensuring all early warning notices and compensation events are recorded, monitored and actioned appropriately.

1.8 To ensure all key project documentation is comprehensive, kept up-to-date and correctly electronically filed on the Organisations’s project document storage. This will include the scheme business case (and supporting documentation) as well as project programme, cost information and scheme risk register.

1.9 To manage the scheme risk register, establishing risk review meetings, ensuring risks are recorded, mitigating actions identified and cost implications recorded. To monitor progress on the completion of mitigating actions and report outstanding actions to the Project Manager

1.10 To liaise with the Capital Development Team’s Project Management Office (PMO) ensuring all scheme reporting is completed in a timely and appropriate manner.

1.11 To liaise with end users and ensure that full handover documentation is provided in a timely and suitable many to stakeholders, including but not limited to the specific Trusts estates team.

2. SPECIAL FEATURE

2.1 Maintain discretion and confidentiality in all aspects of work.
2.2 To share the responsibility with colleagues and staff in matters relating to Health & Safety and the safety of patients, visitors and staff to reduce, and where possible eliminate, hazards.
2.3 Follow good financial probity, comply with Organisations SFI’s, and maintain high standards of professional conduct and integrity
2.4 Set an example to all Organisations colleagues at all times by acting in a professional manner including wearing personal protective equipment when on a construction site.
This job description is designed to identify principal responsibilities only. The postholder is required to be flexible in developing the role in accordance with changes in the Property Services management agenda and priorities. This profile will therefore be subject to on-going review and discussion between the postholder and line manager.

All employees of the Organisations are required to observe standards/guidelines relating to Equal Opportunities, Health & Safety, Discrimination, Confidentiality and Data protection.

GENERAL RESPONSIBILITIES

Infection Control

Infection control is everyone’s responsibility. All staff, both clinical and non-clinical, are required to adhere to the RFL Group Infection Prevention and Control policies and procedures and the Health Act (2006) Code of Practice for the prevention and control healthcare associated infections and make every effort to maintain high standards of infection control at all times thereby reducing the risk of Healthcare Associated infections.

It is the duty of every member of staff to take personal responsibility for the prevention and control of infection, as laid down in the Organisations’s policies and procedures which reflect the statutory requirements of the Hygiene Code.
• To work in close collaboration with the Infection Control Team.
• To ensure that monitoring of clinical practice is undertaken at the agreed frequency.
• To ensure that the ward environments are cleaned and maintained to the highest standards; ensuring that shortfalls are rectified or escalate as necessary.
• To ensure that all relevant monitoring data and issues are provided to the Directorate’s Governance structures.
• To ensure that all staff are released to attend infection control-related educational sessions and staff with specialist roles, e.g. link practitioners, are released to undertake their duties.

Health and Safety at Work

The post holder is required to:
• Take reasonable care for the health and safety of himself/herself and other persons who
may be affected by their actions or omissions at work.
• Co-operate with the employer in ensuring that all statutory and other requirements are complied with.

Confidentiality & Data Protection
The post holder has a responsibility to comply with the Data Protection Act 1998 and maintain confidentiality of staff, patients, RFL Group and Company business and as importantly that of RFLPS. If you are required to process information, you should do so in a fair and lawful way, ensuring accuracy is maintained. You should hold information only for the specific registered purpose and not use or disclose it in any way incompatible with such a purpose.
You should disclose information only to authorised persons or organisations as instructed. Breaches of confidentiality in relation to information will result in disciplinary action, which may include dismissal. Employees are expected to comply with all RFL and RFLPS Group policies and procedures and to work in accordance with the Data Protection Act 1998. For those posts where there is management or supervision of other staff it is the responsibility of that employee to ensure that their staff receive appropriate training (e.g., HISS induction, organising refresher sessions for staff when necessary.)

Conflict of Interest
The RFL Group is responsible for ensuring that the services for patients in its care meet the highest standards. Equally, it is responsible for ensuring that staff do not abuse their official position, to gain or benefit themselves, their family or friends.

Equality and Diversity
The Company values equality and diversity in employment and in the services we provide. It is committed to promoting equality and diversity in employment and will keep under review our policies and procedures to ensure that the job-related needs of all staff working in the Company are recognised. The Company aims to ensure that all job applicants, employees or clients are treated fairly and valued equally regardless of sex, marital status, domestic circumstances, age, race, colour, disablement, ethnic or national origin, social background or employment status, sexual orientation, religion, beliefs, HIV status, gender reassignment, political affiliation or trade union membership. Selection for training and development and promotion will be on the basis of the individual’s ability to meet the requirements for the job.

You are responsible for ensuring that the RFL Group and RFLPS policies, procedures and obligations in respect of promoting equality and diversity are adhered to in relation to both staff and services.

Vulnerable Groups
• To carry out responsibilities in such a way as to minimise risk of harm to children, young people and vulnerable adults and to promote their welfare in accordance with the Children Act 2004, Working Together to Safeguard Children (2006) and No Secrets guidance (DH 2000).
• To demonstrate an understanding of and adhere to the RFL Group and RFLPS child protection policies.

No Smoking
The Company implemented a No Smoking Process, which applies to all staff. Staff contravening this process will be subject to disciplinary procedures.Standards of dress

All staff are expected to abide by the Company guidance on standards of dress.

This job description outlines the current main responsibilities of the post. However, the duties of the post may change and develop over time and may therefore be amended in consultation with the post holder.