Senior Project Manager

JOB TITLE: Senior Project Manager (SPM)
DIVISION: RFLPSL
SALARY BAND: Grade I
RESPONSIBLE TO: Programme 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 and flexible working patterns available

JOB PURPOSE:

The purpose of the role is to advise and support the Programme Managers, and others within the Capital Projects and External commission teams, and 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 Senior Project Manager on Capital schemes.

RFLPS are seeking a highly-motivated, organised and capable individual to act as Senior Project Manager within the Capital Projects team.

KEY JOB DIMENSIONS

Professional Requirements: Qualified construction professional (RIBA, RICS or similar) with demonstrable post qualification experience for the specific role; demonstrate a thorough understanding of development and project delivery in the health sector or similar complex environment.

Budget Responsibility: TBC

Organisational Responsibility: To support and advise within the Capital Projects team in the delivery of capital projects in line with agreed project, RFLPS governing objectives so as to achieve long term best value for the benefit of patients, staff and clinical service delivery.

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

1.0 PRINCIPAL RESPONSIBILITIES

1.1. To support and guide the Programme Manager in the management of capital projects within the estate and to provide the most practical and economic solutions for design, procurement, construction, management, commissioning and maintenance of the development. Ensure that the Programme Manager has the right information and knowledge at the right time to exercise authority properly

1.2. Responsible for the delivery and coordination of the capital developments in relation to the business case. Providing contractual knowledge (NEC and JCT), and management of the contractor, consultants and the internal team.

1.3. Support and input into the development of corporate capital project policies that inform the process for procuring large scale work programmes.

1.4. Manage staff, consultants and contractors as projects develop, this will include the recruitment, selection, appraisal and performance management of.

1.5. Develop a robust and effective internal project management and communication structure with the clinical and operational teams and an information management and control system that ensures all parties have timely access to all information relevant to their tasks and the projects objectives and status.

1.6. Agree at outset the level of delegated authority from the Programme Manager and set up a framework for project delivery compliant with Trust Standing Orders and Financial Instructions.

1.7. Liaise with, guide and support the Trust clinical, infection control and operational teams during the development of the business case to ensure that the strategic context, objectives and options are fully explored and reported and that the report identifies risks and considers management of those risks.

1.8. Through close collaboration with and systematic interrogation of the clinical, infection control and operational teams, develop and publish a comprehensive and robust project brief that identifies all key project components (including but not exclusive to decant, temporary works, main scheme deliverables) and operational policies and present it to the Project Director and for sign-off.

1.9. Work with the Trust appointed QS to establish the limit of expenditure necessary to meet the project objectives, provide a statement of area and quality achievable within the budget; provide a statement of recommendations for method of construction and contractual procedures. Submit alternative budgets for different occupation dates and quality of building.

1.10. Identify and schedule risk and uncertainties for project delivery and select an appropriate procurement strategy which will lead to a completed development which meets the objectives, and minimises Trust/RFLPS exposure to unnecessary risk. Regularly review the procurement strategy during key stages of the project development well before the contract strategy has been decided and contracts have been let.

1.11. Establish and agree a process for selecting and appointing the design team and set terms and conditions of appointment compatible with the procurement strategy; procure tenders and make recommendations for appointment; after receipt of instructions from the Programme Manager and appoint the design team.

1.12. Develop, manage and co-ordinate the design development from feasibility and outline design to detailed design/specification; manage the design process so that it is completed on time, is appropriate, within budget and that all necessary decisions have been properly taken and fully and clearly expressed in specifications and on drawings; check, appraise and comment upon all information produced to ensure compliance with project objectives.

1.13. Through close collaboration with and systematic interrogation of the clinical, infection control and operational teams draw up and publish technical aspects for the room /activity data sheets

1.14. Maintain project cost planning and cost control procedures to ensure a clear balanced cost framework within which to produce and deliver a successful design and to ensure that the agreed budget is the maximum limit of expenditure.

1.15. Appoint the Principal Designer, be reasonably satisfied that the PD and design team are competent and make adequate provision for health and safety. Provide the PD and design team with all site specific information relevant to the health and safety on the project.

1.16. Monitor Trust operational activities and the interface with construction work, assess risks and agree appropriate control measures; ensure effective communication between clinical and operational staff, the design team and contractor to ensure all reasonable steps are taken to minimise the effect of the development works on the provision of healthcare whilst mitigating delay/disruption to the contractors programme.

1.17. Throughout the life cycle of the project produce and publish a monthly report containing (but not limited to) information on budget compliance/reconciliation, cash flow, programme, design status, variations, quality, risk to objectives, statutory requirements, authority requirements, outstanding information, forecasts out-turn costs and alternatives to deliver savings. Issue this report to the Programme Manager, Project Sponsor and Director.

1.18. At key design sign off stages, check design information, produce and publish budget statements, outline cost plans, detailed cost plans, cost checks and cost analysis statements to act as key control documents to ensure that as design develop the targets are checked and adjustments made in order to demonstrate that the project is managed within budget.

1.19. Hold regular meetings with clinical, infection control and operational teams throughout the life cycle of the project to ensure that they always have up to date, relevant and accurate information to understand status, compliance with objectives and risks and are able to exercise authority at the right time.

1.20. Ensure that formal construction contract documentation is drawn up, completed and published as early as reasonably practicable after tender acceptance.

1.21. Consider the need, develop and publish warranties to minimise the Trust exposure to design or construction related risk.

1.22. Act as Contract Administrator on relevant NEC/JCT contract where appropriate.

1.23. Set up and manage information flows, communication, and planning within the design team to ensure that all parties have the right information in order to perform effectively, have rapid access to variations and action plans, are aware of all other design team members roles and responsibilities and that their designs fulfil objectives and do not provide for costly non-essential overprovision.

1.24. During the construction phase carry out regular accompanied planned and unaccompanied ad-hoc site inspections and check, appraise and comment to the Lead Consultant on rate of progress, standard of workmanship, compliance with specifications and contractor supervision.

1.25. Attend and actively participate in all construction site progress meetings to ensure that all parties remain focused on the project objectives, to support the Lead Consultant in any decisions that may be required and to raise any project related issues/problems at a time when the outcome can be influenced.

1.26. Throughout the duration of the project work with the Planning Supervisor, contractor, design and project management team and the Trust Works team to ensure that as built and relevant existing information is fully collated and incorporated into the Health & Safety File which is to be handed over no later than Practical Completion.

1.27. Throughout the construction phase ensure that the Trust holds valid and relevant copies of contractor and Trust insurance policy certificates specifically covering the development works as considered appropriate under the chosen procurement route.

1.28. Act as the Trust receiving officer for certification and valuations under the contract. Apply reasonable discretion in consultation with the Contract Administrator and Quantity Surveyor to avoid over valuation or over payment. If workmanship is faulty It is not to be included in the value of payments made to the contractor. Sign off and pass for payment all approved certificates for payment.

1.29. Performance manage the design and construction management team using the terms of appointment to ensure that they fulfil their duties fully and effectively in the best interest of compliance with the project objectives.

1.30. Attend the formal handover meetings and act as the Trust representative in giving support and guidance to the Contract Administrator in their determination of whether ‘practical completion’ has been achieved in line with the Trust and Contract definitions of practical completion. Raise concerns in writing to the contract administrator in order to exert reasonable ‘informed client’ influence on their decision.

1.31. Co-ordinate the technical commissioning and ensure that the Director of Capital Projects has confirmed in writing that the relevant tasks have been fully and properly executed and that all information to allow safe operation and maintenance the area has been handed over before occupation of any phase of the development is permitted.

1.32. Establish a robust and effective project commissioning team and communication structure and manage the ‘operational commissioning’ of the development to ensure that it is fully and properly executed before being brought into use; including all testing, training, procurement and delivery of group 2 & 3 furniture and equipment prior to handover

1.33. Ensure that robust snagging inspections are undertaken in the lead up to handover and that a comprehensive list of defects is produced; ensure that at the time of the issue of the certificate of practical completion only ‘de-minimus’ items are undone that the later remedy of which will not affect occupation or will give rise to maintenance, infection control of consequential damage

1.34. Chair an internal Project Evaluation Panel (members to include Finance, Service and Audit representatives), agree terms of reference and undertake a post project evaluation focusing on project objectives, planning, costing, project outputs, benefit realisation and operational outcomes. Produce and publish to the Director of Capital Projects findings and recommendations.

1.35. Co-ordinate the Lead Consultant, design team and principal contractor to ensure that any defective or incomplete works noted at practical completion are fully and properly remedied/executed within 3 months from the certified date of practical completion.

1.36. Should dispute occur under contract with consultants or contractors provide support, guidance and direction to the Programme Manager.

1.37. Develop and maintain good quality project cash flow commitment and expenditure forecasts for each project on the capital programme to demonstrate the timing of funding requirement and that funding levels are adequate and will not be overspent.

1.38. Support and maintain a comprehensive capital programme that reflects all capital projects instructed to undertake, identifying the full sequence of key events and tasks predicted from inception/sign off to practical completion for each individual project and the actual sequence of actual events and tasks. The programme is to facilitate critical path analysis and balanced progress monitoring with reconciliation back to the cash flow reports for each individual project.

1.39. Provide up to date, timely and comprehensive information on committed, forecasted and actual project cash flow, to provide advice on programme slippage, virements, anticipated overspends, status of cap forms/codes, and sources of funding and borrowing requirements.

1.40. Give reasonable advance notice of additional capital funding required for individual projects to the Programme Manager and Director of Capital Projects to allow the Asset Management Group to review capital programmer priorities and to approve or reject virements before commitment to expenditure is issued to consultants or contractors.

1.41. Provide comprehensive programme and financial information to the Programme Manager and Director of Capital Projects where pre or post contract works span more than one financial year to ensure appropriate monies are carried forward from one financial year to the next

1.42. Consider the need, develop and publish warranties to minimise the Trust/RFLPS exposure to design or construction related risk and ensure that formal construction contract documentation is drawn up, completed and published as early as reasonable practicable after tender acceptance for each project being executed.

1.43. Set up and manage information flows, communication and planning within RFLPS, external consultants and contractors design team to ensure that all parties have the right information in order to perform effectively, have rapid access to variations and action plans, are aware of all other roles and responsibilities and that designs will fulfil objectives and will not provide for costly non-essential overprovision.

2.0 SPECIAL FEATURES

2.1 To carry out special duties or tasks as required by the Programme Manager and/or Director of Capital Projects to develop and enhance the service delivered by RFLPS resulting in an improved clinical services and patient experience

2.2 Set an example at all times by acting in a professional manner including wearing personal protective equipment when on a construction site

2.3 To develop close links with clinical service staff to identify optimum physical and equitable solutions for the development of the estate and internal environments evolve.

2.4 Work with the Director of Capital Projects, Programme Manager and others to ensure the implementation of a Quality Management System for the effective management and delivery of services for which RFLPS is responsible that also demonstrates that the Directorate is compliant with Trust/NHS regulatory or audit requirements.

2.5 In conjunction with the procurement department develop an approved contractor list for all building and engineering works carried out on the site. Keep clear and up to date records of competence, experience, and resourcing, financial position and user feedback of projects completed.

2.6 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.

2.7 Follow good financial probity, comply with Trust SFI’s, capital procedures and maintain high standards of professional conduct and integrity.

2.8 Comply with existing Trust Control Assurance policies and develop, review and amend new Controls Assurance Policies as required for the Directorate and the delivery of a quality assured service.

2.9 Work closely with all RFLPS colleagues and contribute to the professional and personal development of the Capital Projects team in respect of design, specification and contract management so as to increase their value to the Trust within a structure that increases departmental responsiveness, technical ability and tailor skills to meet the changes in user demands, environmental standards, cultural requirements and goals of better healthcare design.

2.10 To contribute to the collective decision making and setting of policy and strategy for RFLPS to enable the Trust/RFLPS to carry out its corporate responsibilities, and as part of that contribution, ensure that the functions managed are properly and appropriately represented.

This job description is designed to identify principal responsibilities only. The post holder is required to be flexible in developing the role in accordance with changes in the Capital Team Management agenda and priorities. This profile will therefore be subject to on-going review and discussion between the post holder and line manager.

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

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 and Trust/RFLPS business.

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 Trust/RFLPS policies and procedures and to work in accordance of 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
RFLPS 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
RFLPS 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 Trust are recognised. RFLPS 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 Trust’s and RFLPS policies, procedures and obligation 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 away 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 trust’s child protection policies.

No Smoking
The Trust/RFLPS implemented a No Smoking Policy, which applies to all staff. Staff contravening this policy will be subject to disciplinary procedures.

Standards of dress
All staff are expected to abide by the Trust’s/RFLPS 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.