Job overview
Working as part of the Occupational Health & Staff Wellbeing Team and with the Senior Project Manager for TRiM, the post holder will provide management and co-ordination for the TRiM (Trauma assessment and management for staff) project and support other projects that the Wellbeing team deliver across Swansea Bay University Health Board; they will support the management of more complex or sensitive projects by managing or assisting with elements of them on behalf of more senior team members.
Main duties of the job
The post holder will be trained as a TRiM Instructor and will provide training and support to other TRiM trained personnel across the health board. A key part of the role will be the co-ordination of a TRiM response should a potentially traumatic event occur. The post holder would sign-post staff to relevant TRiM trained personnel and ensure that the relevant documentation is gathered and securely stored post event.
The post holder will be required to support, facilitate and monitor the progress of the TRiM project, reporting progress and issues to the Senior Project Manager. Working as part of the project team and wider team within Occupational Health & Staff Wellbeing they will also be required to provide support, be-spoke training and guidance to staff across Swansea Bay.
The Senior Project Support Officer will also be responsible for ensuring that policies and procedures required for the projects or improvements that they are involved with are developed / implemented and that programme policies are adhered to. The post holder will also ensure that standard project management methodologies are applied to progress and successfully deliver projects.
Working for our organisation
Our values show that our commitment to equality is at the heart of everything we do.
Equality is about making sure that people are treated fairly. It is not about us treating everyone the same, but seeing people as individuals and recognising that everyone’s needs are met in different ways. We must be sensitive, thoughtful and flexible in how we meet the needs of each person.
We do the right thing for every person and treat everyone with dignity and respect. We protect people’s dignity and privacy and take action when we see these are being undermined.
We care for each other in every human contact in all of our communities and each of our hospitals
Detailed job description and main responsibilities
Strategic –
Manage elements of the TRiM project and support other projects that come under the remit of the Staff Health & Wellbeing team.
Project Management –
To plan, support, facilitate and monitor elements of the TRiM project and other projects to deliver benefits using project management methodology
Manage a project. a work package or a work-stream, taking appropriate actions such as monitoring progress against plans and reporting any slippage or capturing and monitoring progress against issues and risks, and escalating changes to risk and issue status as appropriate
Project Support –
To provide all administrative support required to scope, plan and deliver the TRiM project across Swansea Bay University Health Board
Escalate, or where known, recommend the optimum solution to project issues where there may be more than one course of action.
Draft work packages, draft plans, report deviations to plans or to quality criteria to ensure that projects are delivered to schedule and to specification.
Work with the Senior Project Manager and project team to document any exceptions to the project plan.
Co-ordinate the continued roll out of TRiM and ensure that all personnel involved with the project understand their roles and carry them out effectively, taking corrective action where appropriate.
Ensure project or product delivery by providing direction and support to colleagues who are engaged in the planning and delivery of projects within the team.
Ensure that all Project Management processes/tools including business cases, specifications, project plans, benefits analysis, and risk and issue logs are completed and contemporaneous, by completing/contributing to them or ensuring that project team members contribute to them.
Produce or contribute to a variety of high quality reports required for the successful management of projects
Develop marketing material e.g. posters and leaflets to advertise and raise the profile of the project.
To ensure that all areas of work are carried out in an economic and efficient way thereby contributing to the control of limited resources.
Arrange and facilitate workshops and events as required. This will involve facilitating the workshop, liaising with key internal and external stakeholders prepare agenda and take minutes ensuring that all arrangements have been catered for i.e. room layout. video conferencing/audio facilities and refreshments.
Post-holder will also raise project orders on the Oracle system as required.
Training
Become a specialist in TRiM and use knowledge to assist project progression
Train as a TRiM Instructor and REACT trainer and be responsible for training TRiM Supporters and updating TRiM Practitioners
Produce or assist with the production of training materials, newsletters and web pages etc.
Responsible for maintaining the database for all TRiM and REACT training that has taken place across the health board
Responsible for ensuring that TRiM trained personnel remain valid to practice by monitoring TRiM activity, training and development
Communication
Provide and receive complex, information relating to project, a product, a work-package or a work-stream, e.g. changes to timescales, changes to requirements or additional work required to tight deadlines. For example, be responsible for specific email addresses related to projects, maintain an Organisational Diary of TRiM Incidents and assist managers in a TRiM response when an incident occurs
Use interpersonal skills to advise other staff of the importance of a project, product or work-stream, using persuasive and motivational skills to overcome any barriers to change or issues.
Deliver routine presentations or training to small groups on such subjects as TRiM awareness, project milestones and deliverables and plans
Ensure that effective communications for the project are maintained within the department updating staff on any relevant project issues. Be responsible for such things the updating of the Wellbeing SharePoint site for specific projects, providing regular updates to Staff Health & Wellbeing newsletters etc. Produce high quality marketing material for specific projects e.g. TRiM
Act as Social Media Co-ordinator for Staff Wellbeing by receiving and preparing newsfeeds in accordance with Swansea Bay and Welsh Government policy
Provide clear and regular project updates through identifying and organising the gathering of key information to support the programme e.g. produces updates and notices for corporate brief and project team communications.
Support the Team in delivering high quality reports and plans.
Communication with external bodies being aware of sensitivities and political considerations.
Represent the Team by actively participating in LHB/National teams and groups.
Challenge project staff (at all levels) to deliver their committed actions, undertaking negotiations where required.
Business Analysis, Service Improvement and Change Management
Undertake diagnostic work, as required e.g. to identify requirements of a solution or changes required to support that solution.
Deploy suitable techniques to bring about and support organisational change, ensuring that. the case for change is robust and that the suggested way forward is owned.
Research ‘new’ models of care and ‘Best Practice’ sites, promoting and supporting clinical teams and· support services around whole system thinking and service improvement change.
Work with agreed clinical areas and healthcare professionals with improvement plans as appropriate.
Maintain a project information system.
Be responsible for the evaluation of TRiM and REACT training and presentation of data in an easy to read format
Responsible for the gathering, analysis and presentation of staff feedback following a TRiM incident
Contribute to the collection of Key Performance Indictor data and present in a readable format
Support the Project Lead in entering the TRiM project for local, national and international awards
Human Resources
To manage staff within area of responsibility, for staff within the locality as appropriate, this will include work allocation.
To keep abreast with the on-going knowledge and development of the programme team by ensuring that training and mentoring programmes are followed.
Continuing Professional Development
Develop a personal development plan as part of the Individual Performance Review process.
Keep skills up to date and relevant in order to carry out duties.
Use available resources to keep abreast of current issues and topics (Intranet, internet, reading materials, conferences etc.)
Undertake specific training relevant to TRiM and other projects
Ensure continuation of personal development including leadership skills, through appropriate formal and informal training as and when necessary.
Keep up to date with legislation in relation to data protection. Caldicott principles, and confidentiality, Human Rights Act. Freedom of Information Act etc. and the latest policies.
Maintain registration of professional organisation, for example, UKCHIP
To be aware of, and act in accordance with, Health Board policies and procedures.
Effort Factors
Requirement for concentration for checking reports and plans, with interruptions from project staff, senior managers and suppliers
Requirement to travel throughout the Health Board
Sitting for long periods of time throughout the day
Requirement to challenge project team members, for example when targets are not met.
Use of VDU for extended periods on time e.g. to produce and update plans and documents
Person specification
Qualifications and/or Knowledge
Essential criteria
Educated to degree level / equivalent level of work experience and knowledge.
ILM Management level 3 / Project Management Qualification Level 4 or equivalent qualification/ level of work experience and knowledge.
ECDL or equivalent experience.
Evidence of Continual Professional Development
Desirable criteria
TRiM qualification
REACT Training
Experience
Essential criteria
Participation in change management projects and process re-engineering.
Experience of working at all levels and ability to influence at all levels of the organisation.
Experience of delivering teaching sessions in a variety of group setting
Experience of marketing and use of social media
Desirable criteria
Experience of managing successful change across professional boundaries.
Experience of working within a project structure and managing change.
Experience of TRiM
Values
Essential criteria
Working Together
Always Improving
Caring for Each Other
Other
Essential criteria
Enthusiastic, committed, proactive and innovative. Appetite for hard work and challenges .
Show resilience, stamina and reliability under pressure , never losing sight of objectives.
High level of personal integrity. Flexible in approach to try new procedures and practices.
Desirable criteria
Select, develop and lead a project team.
Control project plans and risks using established project management methods
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Welsh language skills are desirable
