Dear Applicant

Post Title:Capital Build Project Manager

Salary Range:£40,426 to £48,514 pro rata per annum

Hours:37.5 hours per week

Closing date:Friday 13th April 2018

Informal Enquiries to: Mandy Yule, 01292 294420

Thank you for your recent enquiry regarding the above vacancy. I have pleasure enclosing an application pack containing;

  • An Application Form. Please note we do not accept CVs.
  • An Equal Opportunities Form.
  • A Job Description (for reference only).
  • A Person Specification (for reference only).
  • An Information sheet containing details of the terms and conditions applying to the post (for reference only).

Please note that only candidates who are shortlisted and invited for interview will receive further communication regarding the process of an application. I would therefore like to thank you for the interest you have shown in this vacancy with The Ayrshire Hospice and look forward to receiving your Application for this post.

Yours sincerely

LORNA SAMSON

People Development Officer

INFORMATION

FOR CANDIDATES

POST OF:CAPITAL BUILD PROJECT MANAGER
BASE:35-37 RACECOURSE ROAD, AYR, KA7 2TG
REF NO:AH/09/18

Thank you for applying for the above post with the Ayrshire Hospice. This information sheet summarises the terms and conditions related to the post. The Hospice has recently undertaken a Pay and Benefit Review and the following terms and conditions will be effective from 1 April 2016.

ABOUT THE POST:

Employing Organisation:Ayrshire Hospice

Job Description:A job description is attached.

Salary/Grade Scale:Band 8a

Your salary will be paid into your bank account on the last Friday of each month.

Hours of Work:37.5 hours per week

Annual Leave:Leave year is from April – March

30 days (225 hours) on commencing employment

32 days (240 hours) after 5 years’ service

For part time staff, this will be applied on a pro-rata basis and also allocated in hours.

Public Holidays:Entitlement is 37.5 hours based on the 5 designated Public Holidays per annum, and on a 5 day week working 7.5 hours per day. The 37.5 hours entitlement is due to all whole time staff irrespective of work pattern.

For part time staff, this will be applied on a pro-rata basis and also allocated in hours.

Pensions:The Company will comply with the employer pension duties in accordance with Part 1 of the Pensions Act 2008 by automatically enrolling you where eligibility criteria is met, in the Group Personal Pension Plan.

The Hospice provides a generous employer contribution of 7.5% of your salary per month provided a minimum 2.5% employee contribution is made.

Asylum AndThe Asylum and Immigration Act 1996 and 2004(Section 8)

Immigration Act 1996checks to ensure that all employees are legally employed

And 2004 (Section 8):in the United Kingdom. Candidates will be asked to provide relevant original documents prior to an offer of employment being made. Any offer of employment will only be made when the organisation is satisfied that the candidate is the rightful holder of the documents and is legally eligible for employment within the United Kingdom.

Medical Examination:Any offer of employment is conditional upon a satisfactory medical report from the Occupational Health Department. You may be offered employment conditional on confirmation that you are medically fit for employment. A commencement date for employment will only be agreed following this confirmation.

Rehabilitation ofThis post is not exempt from the provision of

Offenders Act:Section 4(2) of the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975.

References:Two satisfactory written references must be obtained prior to any offer of employment being made. These should include current and previous employers as requested in the job application form. This is in line with our Recruitment and Selection Policy.

Informal Enquiries:Informal enquiries are welcomed by Mandy Yule, Chief Executive, who can be contacted on 01292 294420.

Closing Date:Your completed application form should be submitted to:-

Administration Department

Ayrshire Hospice

35 Racecourse Road

AYR

KA7 2TG

Or emailed to

By: Friday 13th April 2018

THE AYRSHIRE HOSPICE

JOB DESCRIPTION

  1. JOB IDENTIFICATION

Job Title: Capital Build Project Manager (Fixed Term)
Responsible to: Chief Executive
Department(s): Capital Build Project
No of Job Holders: 1
2. JOB PURPOSE
Responsible and accountable to the Chief Executive for the overall management, planning and implementation of this complex capital build project through to satisfactory completion. To ensure the Ayrshire Hospice’s strategic vision of accommodation need is realised and the organisations estate is fit for the future.
The Capital Build Project Manager is principally concerned with, but not limited to, the development, implementation, control and commissioning of the capital project. The establishment of a brief for the scheme and for the execution of the scheme within appropriate timescales and budget. The appointment of an external design team/s and contractors, including the management and commissioning in a timely and appropriate manner relevant to the operational requirements of the Ayrshire Hospice.
In the professional and technical execution of duties the Capital Build Project Manager, will liaise and work with, all necessary internal service/departments and external bodies including Local Authority Planning, Building Control and Scottish Fire & Rescue Services to ensure compliance with all Statutory and Mandatory requirements.
In execution of professional and technical duties, the Capital Build Project Manager will ensure sound financial control for operations activities including, contractual arrangements together with overall budgetary control for the project in line with Standing Financial Instructions.
3. DIMENSIONS
Capital Project budget manager; procurement of physical assets or supplies for project; manages tendering and procurement process for physical assets; and the selection of contractors, consultants and suppliers.
4. ORGANISATIONAL POSITION
5. ROLE OF THE ORGANISATION
The Ayrshire Hospice is an experienced source of outstanding quality care and services which helps those with any life limiting illness. Care is provided where there is no cure for the condition, but which improves the quality of each day for people who have a limited time to live.
Our Vision
We will reach and improve the lives of everyone in Ayrshire affected by life limiting illness
Our Purpose
The Ayrshire Hospice, working together with others, will reach and improve the lives of everyone in Ayrshire affected by life limiting illness by delivering exceptional care.
Our commitment
In putting people at the heart of everything we do, we will work together to:
•Support every person as a unique and valued individual
•Respect the dignity of everyone
•Listen to and respect the wishes of people
In striving to be exceptional in every aspect of our services, we will:
•Provide a safe, comfortable, caring environment
•Develop and provide high quality services that are underpinned by audit and research
•Demonstrate clinical, financial and organisational excellence
•Work to achieve financial sustainability
•Deliver effective leadership and management throughout the organisation
•Ensure we have the right number of people with the right skills in the right place at the right time
In building relationships, we will:
•Listen to, respect and value the contribution of everyone
•Work together to improve all of our services
•Extend our collaboration with external partners
6. KEY RESULT AREAS
  1. Lead the development of the project briefing process ensuring the project realises the Ayrshire Hospice strategic accommodation vision for the future. Cost advice/estimates in the preparation of the project brief and in the preparation of work for the development of the project and/or advice to Executive Team and Project Steering Committee.
  1. Develop, implement and maintain a robust communication system for the project to ensure it receives full and thorough stakeholder engagement, consideration and full agreement of a balanced outcome of needs, ensuring the new building enhances the provision of exceptional clinical care and attention is given to the requirements of long term life cycle implications upon the building maintenance or residual risks the development may create.
  1. Ensure a system of full cost control is developed and applied to the scheme and compliance with the Ayrshire Hospices Financial Policy in all tender, contractual, procurement and financial transactions. To manage the project budget, including forecasting, cost improvement, providing support and advice during the major contract procurement process.
  1. Manage the appointment of consultants which recognises the importance of improving environments for end of life care. Consultants which will work in partnership with the hospice multi-disciplinary teams to improve the environment in which they deliver care. The underlying ethos is that any changes must promote patient well-being and foster a healing environment.
  1. Ensure that a robust sign off process is in place and that designs are reviewed prior to commencement of works, ensuring that the proposed work will provide a safe, high quality environment which enhances the delivery of exceptional care to patients and families.
  1. Project specifications are prepared ensuring current statutory legislation and Health Technical and Building Guidance are adhered to where appropriate.
  1. Research and source appropriate temporary facilities and ensure robust plans are in place for the, decant of clinical and support services ensuring the smooth transition of the relocation of services.
  1. Act as principle advisor on matters relating to the project and technical contractual matters to ensure appropriate and cost effective tender and procurement of capital work is achieved. Implementation and adoption of procedures for contractual management control.
  1. To liaise, and work with, all necessary external bodies including the Local Authority Planning, Building Control, Scottish Fire Service and others, to ensure compliance with all statutory requirements, and technical, clinical standards, in the execution of the capital scheme.
  1. Ensure appropriate and robust project management and contract supervision practices for the scheme. To undertake regular and ongoing assessment of the overall performance of all work contractors used on site, to ensure that works are carried out in a safe and proper manner, conforming to the appropriate specification, resulting in the value of money provision of facilities, as required from the project brief. Finally arranging appropriate approval of completed schemes, along with the planning of suitable arrangements for commissioning and familiarisation.
  1. Responsible for maintaining the accurate and live position of the capital plan and project plan in terms of delivery to programme and adjustments where required to reflect changes in the master plan to ensure the project is delivered on time and on budget. Reporting regularly to Executive Team and Capital New Build Steering Group to keep appraised of project progress.
  1. Ensure a snagging/defect process is followed and the capital project is handed over following technical and operational commissioning programmes, providing a safe high quality environment.
  1. Preparation of an estate asset record including comprehensive drawings and equipment register. To assist with the storage, control and updating of all record drawings, and to take the lead role in storage of all project records. Consider and recommend the future provision of hard and soft FM services to the development.
  1. Ensure a robust risk management strategy is in place and managed throughout each stage of the project.
  1. Ensure a robust procurement strategy is in place
  1. Consider lifecycle costs are considered throughout the design development.

7a. EQUIPMENT AND MACHINERY
The post holder should demonstrate a good working knowledge of office equipment including a desktop pc and/or laptop.
Presentation equipment including, SMART Board, laptop and projector for presentations.
7b. SYSTEMS
Computer literate especially in the use of Microsoft Office Suite of applications, with particular skills in the use of Word, Excel and Project.
Regular requirement to use computer software to develop or create reports, documents, drawings and/or project management systems.
8. ASSIGNMENT AND REVIEW OF WORK
Works as a Project Manager under the direction of the Chief Executive and accepts collective responsibility for ensuring that the project is planned, developed and delivered on time and within budget ensuring the Ayrshire Hospice’s strategic vision of accommodation need is realised and the organisations estate is fit for the future.
As project lead required to plan and organise broad range of complex activities; formulate, adjust plans or strategies; plans multi stranded capital project, which are ongoing and interrelated.
The post holder will require to be self-motivated and self-manage workload in line with agreed project plan and performance objectives. Required to work closely with other members of the Executive Team and provide regular project progress reports to the Accommodation Steering Group.
Monthly face to face meetings, as well as annual Performance Development Review including objective setting with the Chief Executive.
9. DECISIONS AND JUDGEMENTS
Lead specialist for the project management and delivery of the capital build project. Post holder will manage own workload relating to the project brief/plan and will be expected to act independently when prioritising workload. Highly complex facts, requiring analysis and interpretation, comparison of range of options; judgements across wide range of hospice issues taking into account legislation, health and safety, conflicting demands, project delivery and compliance issues.
Responsible for policy development in relation to the capital project. Responsible for the development and implementation of capital procurement policies for the Hospice.
Time management required, making judgements to manage and prioritise time allocated to activities to ensure most effective and efficient use of resources. Required to respond to changing workload and moving priorities.
Responsible for planning own work, resolving problems and making decisions on how outcomes will be achieved.
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
Building good working relationships with Trustees, Executive Team, Operational Managers and multi-disciplinary teams and developing good understanding of hospice services. Develop open, honest communication between everyone involved in the project and ensure effective written and verbal, formal and informal communications.
Ongoing monitoring to ensure the project remains on budget and schedule; that resources are available and the expected benefits can be delivered. Estimates, deadlines and milestones may need to be altered as the project progresses.
Control unexpected delays and/or challenges so they do not adversely affect the end result. Effectively manage the risks so that those risks that pose a threat to project success are mitigated but also so that those risks that might present new opportunities, such as a better deliverable, quicker or at lower cost, are identified and acted upon.
To ensure external suppliers of goods and construction services deliver on time and within budget in line with project plan and financial policies.
Engagement process on project plan and implementation where the audience may have unrealistic expectations and/or find the topics to be contentious, persuading and influencing change in thinking.
11. COMMUNICATIONS AND RELATIONSHIPS
Provide and receive highly complex, sensitive or contentious information; agreement or co-operation required. Communicates multi-stranded project, design, financial, contractual information; presents capital project proposals to Committee, Executive Team, consultants, contractors, employed and voluntary staff to gain co-operation.
Ensure a communication strategy is developed and implemented for the capital project.
Form effective relationships at all levels within the organisation to influence the acceptance and progression of the project. Liaise with Operational Managers and work in a collaborative manner, providing professional advice as required. Encourage stakeholder involvement including patient and family representatives as required.
Ensure regular progress reports are produced to provide the Executive Team and Steering Group Committee with updates and an assurance.
Liaise with external advisors, consultants and contractors to ensure effective communication is maintained. Undertake internal and external presentations, focus groups and drop in sessions related to the capital project.
Develop and ensure Ayrshire Hospice “work protocols” are available to inform design specifications for the capital project.
12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB
Physical
Combination of sitting, standing and walking. Frequent use of a VDU for periods of time when carrying out research, analysis or preparing reports.
Mental
  • Frequent concentration required to deal with highly complex issues, which need analytical and problem solving abilities. Post holder must draw from specialist knowledge and experience in order to identify and recommend possible options for resolution.
  • Development and monitoring of project brief and plan to ensure delivery of project. Interpret and advise on tender documents and contracts.
  • Attend and contribute to meetings, reporting as required on area of expertise
  • Frequent competing demands, changing workload and interruptions on a daily basis.
  • Work plan is unpredictable in nature responding to contractor changes unplanned issues and/or delays to project plan
Emotional
  • Exposed to confrontational and contentious situations where they must remain calm, listen carefully and exercise facilitative and conciliatory skills
  • Impart information to members of staff in relation to capital project progression which may not be accepted and/or welcomed.
Environmental
  • Based within an office environment
  • Required to observe service delivery and facility/design requirements within clinical areas
  • Required to regularly visit building/refurbishment sites (dust, dirt, hazards)

13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
Qualifications
Essential
  • First degree or equivalent professional qualification
  • Evidence of continuing professional development and training
  • Project Management qualification such as APM or Prince 2
Desirable
  • Master degree or equivalent technical qualification
  • Professional membership of the CIOB; RICS; MAPU; RIBA; MAPM or another recognised body
  • Qualification in planning buildings for health
  • NEBOSH
Experience
Essential
  • Substantial demonstrable post qualification practical experience of managing large, complex capital projects
  • Experience of multiple building surveying, capital projects, long term planned maintenance, and a working knowledge of building services engineering, all within a large property maintenance organisation.
  • Significant experience in commissioning facilities
  • Significant budgetary management experience
  • Success in working collaboratively across professions and services
  • Demonstrable success in planning and managing change
  • Demonstrable experience in the production of business cases and project plans.
  • Proven experience in the management of Health and Safety, collation and assessment of Risk Assessments and Method Statements, and the requirements and application of CDM Regulations.
  • Proven experience in the appointment, leadership and management of a team of external consultants.
Desirable
  • Significant role in delivering complex capital projects within a Healthcare environment
  • Experience within the commercial/construction industry
Skills and Knowledge
Essential
  • An understanding of, and positive approach to the work of the Ayrshire Hospice
  • Highly developed project management skills with a methodical approach
  • Appointment of advisors and contractors using procurement tender, selection and appointment processes.
  • General knowledge of Building Regulations, Planning Regulations, good health and safety practice, and relevant building and construction legislation.
  • An extensive knowledge of the trends and technical developments in project management and construction technique.
  • Detailed knowledge, understanding and practical management experience of CDM15
  • Ability to engage and develop positive relationships with a range of stakeholders, both internal and external to the organisation and understanding of the importance of successful partnership working
  • Exceptional organisational, time planning and delivery critical skills, both for self-management and that of contractors
  • A positive approach to the delivery and management of change, for the benefit of agreed business objectives and to ensure the highest levels of service and care.
Desirable
  • Building regulations, Health Building Notes, Health Technical Memorandum
  • VAT accounting rules relating to capital projects
Personal Qualities
Essential
  • Collaborative leadership style and ability to motivate and empower others
  • Excellent communication skills.
  • Excellent interpersonal skills, with the ability to quickly build relationships with staff and key stakeholders.
  • Negotiation, influencing and presentation skills
  • Ability to prioritise work, meet tight deadlines and work independently
  • Positive and effective team member with effective self-management and motivation
  • Ability to analyse, interpret and use information
  • Ability to manage ambiguity and act proactively to interpret legislation and policy to apply within the organisation
  • Tenacious; demonstrates high levels of drive, enthusiasm and stamina to achieve goals and see objectives through
  • Exceptionally high levels of personal integrity and loyalty
  • Excellent interpersonal skills, with the ability to quickly build relationships with staff and key stakeholders
  • Ability to:
-Work flexibly and effectively in a complex, demanding and changing environment
-Effectively prioritise, delegate, and work under pressure
-Maintain confidence, at all times
-Initiative and innovative thinking
-High degree of self-awareness
-Skilled in writing high quality, concise reports
-Intellectual flexibility that enables the reasoned assessment of a situation and the ability to draw pragmatic conclusions and implement solutions
14. JOB DESCRIPTION AGREEMENT
Job Holder’s Signature:
Director Signature: / Date:
Date: