Programme Management Office Manager

Please apply by sending your CV and cover letter to PMOtheprsb.org by Wednesday, 9 October. ? Job title: Programme Management Office Manager Reporting to: Deputy Chief Executive and Chief Operating Officer Salary: £55,000 - £70,000 based on experience (pro rata) Flexibility: PRSB is a flexible employer. Commitment is open to discussion, core PMO c3 days per week with the option to work up to full-time dependent on project demands Job summary Professional Record Standards Body is the national authority on standards for care records and our vision is to make digital care records available everywhere for safer, better quality care. We are looking for a Programme Management Office Manager with a passion for making a difference and excited to help us grow an organisation that can play a pivotal role in transforming health and care. Sounds like you? This role requires a highly skilled Programme Management Office (PMO) Manager who can demonstrate experience of managing and directing a wide portfolio of internal and external projects and is of sufficient professional standing to coach and develop Project Managers. This is a demanding and senior role within the organisation, which requires a willing and flexible attitude, a professional manner, excellent communication skills and a high degree of common sense and pragmatism. The post holder will directly report to and support the Deputy Chief Executive and Chief Operating Officer in ensuring organisational operations are implemented effectively. They will need to operate as a strong team player with the ability to build strong relationships with peers, be comfortable working with uncertainty and ambiguity; with the ability to influence and build trusting relationships at all levels across customers, suppliers and the wider PRSB staff, and work collectively in a non-hierarchical team. The Professional Record Standards Body The PRSB was set up in April 2013 as a unique collaboration of bodies representing those who receive and provide health and social care across the UK, as well as those providing the IT systems that support care. Our aim is to develop and promote the use of high quality, consistent care records which enable the effective and meaningful sharing of a person’s record to the professionals providing care and the person or their carers. Our membership includes all the major medical colleges and key organisations representing patients and care professions, across the whole of the UK. PRSB has a pivotal role in the transformation of care services, providing the content standards that enable digital technology to provide the information to support professionals to provide better and more integrated care. Working closely with our member organisations and industry, the PRSB defines the content needed for good care records through a collaborative approach involving workshops, consultations and surveys in order to reach a clinical, professional, patient user and industry consensus on the content of health and care records. We are also driving the implementation of care record standards across the UK and are supporting local health and care systems to introduce shared electronic records. There are significant benefits for the whole health and social care system to be gained from better care records and we need to ensure a comprehensive picture of care information about a person can be accessed by anyone where and when they need it. For more about the PRSB go to www.theprsb.org. The PRSB delivers projects focused on developing health and care information standards through extensive consultation, using a methodology which sets us apart from traditional IT development projects. These projects involve data design, large scale consultation, and managing relationships with various external stakeholders. The majority of these projects are funded by external bodies such as NHS England, and therefore close collaboration with funding bodies, and ensuring high levels of customer management and satisfaction is essential. Role objectives Enhance project quality and delivery Lead efforts to improve the overall quality and efficiency of project execution, ensuring that all projects are completed to the highest standard and align with organisational goals. Upskill and develop the team Drive change management initiatives by mentoring and empowering the project team, fostering professional growth, and building a culture of continuous improvement. Success in this role means not just delivering personally, but elevating the team's capabilities. Deliver improved outcomes for customers and stakeholders Focus on delivering better results for our customers and stakeholders, including the PRSB, by ensuring projects meet their needs and expectations while maintaining strong relationships and open communication. Duties and responsibilities • Oversee the PRSB portfolio of projects to pro-actively monitor progress against plans, helping to ensure projects are delivered within time, cost, and quality parameters, including: o Providing professional leadership to PRSB’s Project Managers supporting them and developing them in their delivery o Lead on key internal projects and process improvements, facilitating light touch but effective planning and tracking against key milestones o Develop and systematise PRSB’s reporting processes making them as efficient and avoiding of duplication as possible o Lead and develop a process of continuous improvement within PRSB o Regular review of progress towards milestones and deliverables o Supporting change control and tolerance reporting for project changes/delays o Monitoring of spend vs budget/forecast across the portfolio linking in with finance and delivery teams o Triggering invoices and monitoring processes to achieve payment with suppliers and customers o Ensuring effective and complete Information Governance standards are followed across PRSB, e.g. project folder, file and document management o Ensuring that all project documentation is completed to the standards set out by PRSB, e.g. methodology etc. o Ensure data quality through attention to detail and interrogation of information provided. Gather independent evidence that information from projects is valid and that projects are likely to achieve their aims. o Step in and troubleshoot and give hands-on guidance when needed • Manage the reporting of the portfolio, including: o Managing PRSB reporting cycles to ensure information is provided by project personnel in a timely manner o Undertaking regular project reviews with project managers o Regularly report to senior management by collecting, extrapolating, and analysing project information and KPIs Regular programme review meetings with NHS England o Compiling and coordinating regular PRSB reports to a range of Boards, e.g. Board and Advisory and Finance Committee as well as NHS England groups and Boards that PRSB reports into o Managing financial information and be able to provide financial reports to senior managers • Manage and optimise the PMO through precise execution and standardisation of processes. • Consolidate and document the fundamental components of projects in the portfolio (scope, schedule, resource requirements, budgets, risks, issues and quality). • Maintain and manage appropriate Risk and Issues Logs, providing assurance to the Deputy CEO and the Executive Management Team • Develop and structure processes to continually improve the productiveness of the PMO, demonstrate value and better support the organisation and its clients. • Build and maintain good, effective relationships with our customers, suppliers and contractors. • Support quality assurance of projects and products. • Manage resource planning and reallocation of resource to meet delivery priorities across the portfolio. • Co-ordinating projects with the wider team to ensure actions such as publications, communications around workshops, surveys and other events, newsletters are completed on time. • Manage contract arrangements with sub-contractors. • Support project managers with processes, planning, project events and meetings. • Proactively manage, disseminate and adapt best practice from the lessons learnt from completed projects, linking PRSB’s methodology lead (Senior Programme Manager). • Contribute to specific development and evaluation activities, to support the specific programme areas. • Demonstrate experience in leading project teams, nurturing a collaborative team environment, and mentoring junior staff in project management methodologies. • Identify, address, and resolve differences between individuals and/or interest groups. • Find appropriate tools to manage processes and workflow. You may be required to undertake any other duties as may be reasonably required, at the discretion of the Deputy CEO/CEO commensurate with grade/level within the organisation. Please go to https://theprsb.org/wp-content/uploads/2024/09/24-09-23-Programme-Office-Manager-JD-v2.2.pdf to view the full job description. Please send your CV and cover letter to PMOtheprsb.org by Wednesday, 9 October.