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Programme Innovation Project Officer
Hull York Medical School
Project specific: Physician Associate Project Manager;
Business Systems Development Manager; Academic
Programmes Manager
Fixed-term 2 year contract
Administration
Hull Band 7 / York Grade 6
Administrator Band 7
n/a
HY0090
Details Specific to the Post
Background and Context
Hull York Medical School (HYMS) is a collaboration between the Universities of Hull and York
and the NHS. HYMS operates from both University campuses and within teaching hospitals
and medical practices throughout the Yorkshire and Humber region. Having recently celebrated
its 10th anniversary, HYMS is a young medical school which is developing a growing reputation
for its teaching and research. The area covered by the HYMS NHS partnership comprises Hull
and the East Riding of Yorkshire, York and North Yorkshire, and Northern Lincolnshire, which
together have a population of around 1.8 million. 17 NHS organisations make up the HYMS
NHS partnership, within which there are over 600 consultants and 900 general practitioners.
HYMS’s innovative MB BS curriculum includes an enquiry-based approach to learning, early
clinical experience, balanced teaching across all health sectors and a wide range of special
interest learning opportunities. Our graduates are recognised as being very capable
Foundation Doctors, many of whom stay locally and contribute to health care services in the
region. For the last two years, HYMS has been in the top 10 for overall student satisfaction in
the National Student Survey (2014 and 2015). HYMS also delivers a small but growing portfolio
of postgraduate taught programmes. Turning to research, in the national Research Excellence
Framework (REF 2014), over 85% of research across HYMS was assessed as world leading
or internationally excellent.
HYMS and its partners have a wide portfolio of change projects and new developments and
the Programme Innovation Project Officers will play a key role in supporting their delivery.
Major foci for the Project Officers are expected to include:
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a) scoping the potential for and supporting the delivery of projects to increase joint
working across HYMS’ teams in the university and NHS, examining business
needs, processes and systems to support efficient and effective working between
HYMS student liaison teams in the NHS and teams based in the universities
(working to HYMS’ Business Systems Development Manager and closely with
Student Liaison and Clinical Skills teams and other teams across HYMS, the Head
of Quality and Standards, Chief Operating Officer, Head of M BS Delivery, MB BS
Programme Director and senior educational leaders in NHS partners);
b) supporting the development of a Physician Associate programme, working across
HYMS, the Faculty of Health and Social Care at the University of Hull (FHSC), the
Department of Health Sciences at the University of York (DoHS) and Health
Education Yorkshire and the Humber (working to HYMS’ Physician Associate
Project Manager and closely with the Programme Director, HYMS’ Academic
Programmes Manager and colleagues from DoHS and FHSC).
Running through all projects will be a requirement for the role holder to demonstrate excellent
and extensive organisational and project management skills and experience, an ability to build
constructive relationships across the HYMS partnership and an enthusiasm for innovation and
change.
Specific Duties and Responsibilities of the post
1. Support a defined portfolio of simultaneous projects in line with the School’s strategic
goals, taking management responsibility for smaller projects and assisting project
managers in the School with more complex undertakings.
2. Manage the project life-cycle, develop and implement robust project governance, planning,
evaluation, dissemination, implementation and any other relevant management
arrangements to ensure that projects meet delivery targets.
3. Forge strong, proactive, flexible and dynamic work relationships with people at all levels
across the School, including the NHS, the wider universities and externally to support
communication, the gathering of requirements and advocacy of change.
4. Support the School to embed, review and continuously improve its project management
frameworks and adopt systems thinking techniques. These will include project
governance, risk assessment and management, prioritisation, finance and resource
management, team management, planning, monitoring and reporting, evaluation, impact
assessment, dissemination, process mapping and application of systems thinking
methodology (e.g. LEAN).
5. Manage the successful delivery of projects to meet objectives, deliver on time, to quality
standards and within their agreed budget, ensuring project outcomes are embedded as
business as usual. This will involve close working with project leads, to maintain project
plans, communication plans, communicate progress to milestones, identify new risks,
contingency plans, and dependencies and take an anticipatory approach to minimise
unexpected change or disruption.
6. Analyse qualitative and quantitative data to inform project development and decision
making.
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7. Act as a catalyst to promote projects and act as a unifying force for project teams, engaging
with a wide range of stakeholders in the universities, NHS and other HYMS partners to
ensure high level of engagement throughout the project lifecycle in order to bring projects
to successful completion.
8. Organise and on occasion chair regular project team meetings, focus groups or any other
project-related fora, including minute taking and distribution, compiling agendas, preparing
papers, following up actions to ensure their timely delivery and acting as the first point of
contact for projects and initiatives.
9. Write project initiation documentation, progress and completion reports and hand-over
documentation and conduct post-implementation reviews for HYMS Management Board
(and any other relevant committees or groups), producing reports to a high standard of
accuracy and presentation to a wide range of audiences.
10. Work with colleagues in HYMS, the NHS and universities to develop a good understanding
of HYMS business processes and information systems as appropriate to the projects being
undertaken.
11. Work with the HYMS Business Systems Development Manager, new and existing software
suppliers and university IT services in the specification of change and procurement of new
systems.
12. Be based primarily at the University of York or Hull, but with regular travel to all of the
School’s primary locations (Hull, York and clinical sites) as required.
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GENERIC JOB DESCRIPTION
The job duties and responsibilities listed below are intended to describe the general nature
of the role. The duties and responsibilities and the balance between the elements in the role
may change or vary over time depending on the specific needs at a specific point in time or
due to changing needs in the department. Candidates should note that there may not be an
immediate requirement to carry out all the activities listed below.
Overall Purpose of the Role
 The role holder:
o Will provide professional advice and/or support, directly or indirectly, to faculty
and/or department based upon a full understanding of a professional or
specialised area of work
o Will have gained a professional qualification (or are working towards) and/or
vocational or professional experience
o Will be expected to contribute to longer term developments within the
faculty/department by giving advice and specialist support
o Will Influence decisions or events by working collaboratively internally and
externally to the University
o Will evaluate and analyse information and use initiative and creativity to solve
non standard problems
o May lead a team within the department and/or in project activity and plan,
prioritise and monitor to ensure effective use of resources
Main Work Activities
Communication
 Provide advice and guidance of a specialist nature to managers, staff, students and
visitors
 Deliver established presentations to communicate information across
Faculty/Dept/University
 Attend meetings to report on information/data
 Take notes and produce formal minutes at meetings when required
 Format and edit publications
 Draft formal documentation
 Compile procedural manuals and other University documentation
 Write and maintain web pages
Teamwork
 May be required to supervise the work of others
 Provides advice and guidance to other members of the team
Liaison and Networking
 Proactively develop and maintain internal and external contacts to benefit the University
 Participate in networks internally and/or externally
Service Delivery
 Provide specialist administrative support to colleagues including academic and
administrative staff
 Develop and manage projects that contribute to improving service delivery
 Develop and maintain systems and processes to ensure effective delivery of the service
 Contribute to policy development
Planning and Organisation
 Organise and represent the area and University at events
 Plan and monitor the work of others
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Co-ordinate departmental processes in conjunction with senior colleagues
Organise, prepare and service committees as appropriate
Contribute to the longer term operational planning of the Faculty/Department
Analysis/Reporting
 Analyse qualitative and quantitative data producing draft reports identifying key issues
that inform management interventions. Formulate recommendations and provide advice
on the implications of the data
Additionally the post holder will be required to:
 Fulfil the employees’ duties described in the University’s health and safety policies
and co-operate with the health and safety arrangements in place within the department.
May be required to undertake specific health and safety roles on request e.g. Display
screen equipment assessor, departmental safety officer, fire warden
 Show a commitment to diversity, equal opportunities and anti-discriminatory practices
This includes undertaking mandatory equality and diversity training
 Comply with University regulations, policies and procedures
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COMPETENCY SPECIFICATION
To fulfil your role, you will need certain knowledge, skills and competencies. The following
competency specification provides a framework within which your performance will be
assessed. The interview assessment may include, for example, testing on IT skills.
The Competencies set out below are essential and are core requirements needed to
perform the role and any candidate who fails the requirement will not be taken forward for
further assessment or to interview.
Competency
Knowledge and Experience
A relevant degree or equivalent qualification and/or experience.
Identified by
Application/Interview
Track record of project management and successful delivery of
projects in a complex organisation or partnership.
Application/Interview
Experience of higher education and/or NHS processes and
structure, and understanding of the changing landscape of UK
higher education.
Application/Interview
Experience of applying process mapping and system thinking
practices (e.g. LEAN) to improve the effectiveness and efficiency of
process and the services they underpin.
Application/Interview
Substantial Experience of applying project management
methodologies and best practice, with an appropriate certification
(e.g. PRINCE2®, MSP®), or evidence of equivalent experience.
Application/Interview
Can demonstrate a full understanding of a professional or
specialised area of work.
Application/Interview
Has an active approach to continuing professional
development/undertaking training as appropriate for personal and
professional development.
Application/Interview
Confidence and effective skills of negotiation and influencing to win
the confidence of a diverse range of staff of different seniority.
Application/Interview
Communication (Oral and Written)
Can demonstrate the ability to provide information in a suitable
format so that the others’ needs are met and adjusts the level of
content to help others understand.
Application/Interview
Teamwork and Motivation
Can demonstrate the ability to delegate work to others and/or help
to build co-operation to deliver team results.
Application/Interview
Liaison and Networking
Can demonstrate the ability to work across the University and/or
externally to build and strengthen working relationships. Actively
pursues a shared interest and works jointly to influence events and
decisions.
Application/Interview
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Service Delivery
Can demonstrate the ability to seek ways to improve and adjust
current levels of service. Deals with complaints and initiates
contact with customers to obtain their reactions and views about
the service and future needs.
Application/Interview
Decision Making
Can demonstrate the ability to consider the impact on the
Faculty/Service. Knows where a decision is beyond their
responsibility and refers to others.
Application/Interview
Planning and Organisation
Can demonstrate the ability to ensure that the work is carried out
effectively and that resources are available to meet demand.
Identifies the need for further action and resources by monitoring
progress.
Application/Interview
Initiative and Problem Solving
Can demonstrate the ability to investigate problems to identify their
cause, takes action to prevent recurrence of problems and
considers possible solutions to identify those which offer wider
benefits.
Application/Interview
Analysis/Reporting
Can demonstrate the ability to select appropriate methods for data
gathering and analysis. Gathers data thoroughly and accurately
and subjects it to rigorous analysis. Obtains additional data if
required.
Application/Interview
Programme Innovation Project Officer, version 1.2, July 2015
Uses: Generic Job Description Template Administrator Band 7, Version 2, February 2013