Quality and Patient Safety, Project Manager Children s Hospital Group. Job Specification and Terms & Conditions. Quality and Safety, Project Manager

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1 Quality and Patient Safety, Project Manager Children s Hospital Group Job Specification and Terms & Conditions Job Title and Grade Campaign Reference Closing Date Duration of Post Location of Post Context/ Background Quality and Safety, Project Manager Grade VII (grade code 0582) or equivalent QPSPM-CHG.003 Monday 19 th February 2018 at 5pm Specific Purpose Contract: The term of this post is for the duration of the project, which is expected to be approximately 3 years and will be reviewed in light of the programme of work, related to the new children s hospital and the Paediatric OPD & Urgent Care Centres. Within the geographical area of The Children s Hospital Group. Exact location will be indicated at job offer stage. The Children s Hospital Group is based at Block A Herberton, St. James s Walk, Rialto. Dublin 8 Context/Background The Children s Hospital Group (CHG) is part of the acute health sector reform programme and consists of Our Lady s Children s Hospital, Crumlin, Temple Street Children s University Hospital, and the National Children's Hospital at Tallaght Hospital. The three children s hospitals and the CHG will be moving from four separate, independently governed entities into one new single organisation in 2018 to govern and operate paediatric services in Dublin. This new organisation will operate as a single service across the existing locations before transitioning to the new facilities at the two paediatric outpatient and urgent care centres at Connolly and Tallaght Hospitals and the new children s hospital on the campus shared with St James s Hospital. The Children s Hospital Programme is a major programme of work led by the CHG, focused on transformative service change to integrate the three existing hospitals, while maintaining existing and new services, ensuring patient safety and quality until transition is complete. It will: Establish an integrated paediatric healthcare network Transition the three existing independently governed children s hospitals into a new entity Act as client for the government funded capital project to build the new 1

2 hospital and the two paediatric outpatient and urgent care centres at Connolly and Tallaght Hospitals, and a separately funded research and education centre Act as client to a major ICT programme Commission, transition to and operate the new children s hospitals and the two paediatric outpatient and urgent care centres Reporting Arrangements Key Working Relationships Scope of the Role Purpose of the Role This role will report directly to the Director of Quality and Safety, The Children s Hospital Group. The post holder will work closely with: The leadership team in the Children s Hospital Group (CHG) including the CHG programme wide team Key staff across the existing children s hospitals: Our Lady s Children s Hospital Crumlin, Temple Street Children s University Hospital, and the National Children s Hospital at Tallaght Hospital, and in particular QSRM staff, and senior clinical executive staff With the establishment of a new board, and the coming together of the three children s hospitals, there is a requirement to take a unified approach to quality and safety from board to ward. Therefore, this will require the development and implementation of a comprehensive quality and safety framework and supporting quality and patient safety initiatives that build on and support existing patient safety and quality initiatives. The purpose of the Quality and Safety Project Manager role is to support the development of the Quality and Patient Safety Programme of The Children s Hospital Group by assisting in the design, development, and implementation of quality and safety initiatives that support the integration of the three existing children s hospitals into The Children s Hospital Group. He/She will work with other Programme leads, especially around Clinical Integration and Organisational Development to ensure alignment of standards and resources relating to quality and patient safety. Reporting to the Director of Quality and Patient Safety, responsibilities include coordinating the development and implementation of a quality and safety framework, supporting the implementation of large scale safety initiatives, stakeholder management, liaising with clinical executives and board members, and project and risk management. The Quality and Safety Project Manager will be involved in all aspects of the project life-cycle, including driving the development of ideas, defining the scope, and supporting implementation planning and ultimate delivery. Principal Duties and Strategy Development 2

3 Responsibilities Assisting in the co-ordination the development of a quality and safety framework for The Children s Hospital Group with stakeholders Work closely with the existing hospitals, CHG, executives, and relevant stakeholders, to develop an approach to Quality and Safety for the future single entity Supporting the existing QSRM structures to ensure alignment of standards and accreditation, risk management, and quality improvement and manage patient complaints into a new system which aligns with the future operating model Patient Safety Programme Coordination and Design Support the design, development and implementation of programme to enhance patient safety across The Children ss Hospital Group Develop a series of initiatives to build on existing patient safety and excellence across the three hospitals. Work closely with the key stakeholders in each hospital to communicate, learn, and liaise on quality and patient safety initiatives Ensure alignment of Quality and Safety improvements with the clinical integration programme Work with Organizational Development (OC) work stream to ensure alignment of QSRM training with OD strategy Develop a consistent approach in development, design, delivery, and evaluation of quality and patient safety projects Governance for Safety and Quality Liaise with clinical executives, board secretary and CEO to build a common culture of quality and safety across the CHG Assist in the development of a board induction training in Quality and Safety Project Delivery & Stakeholder Management Lead project teams to deliver quality and patient initiatives across The Children s Hospital Group Leverage project management and quality improvement methodologies to drive the structured establishment and delivery of the quality and patient safety project Operate under project governance and controls to support the successful delivery of the project Lead project organisation, design and delivery, planning and control, and risk and issue management Be accountable for making sure that the project delivers its business outcomes in support of strategic objectives Monitor and report project budget, timelines, resources and milestones. 3

4 Manage senior stakeholders to develop and maintain support for the project Provide people leadership across the project team Project Managing and Reporting: Manage the software project management tool (Project Vision) capability and the inputs/reporting/risks/dependencies/milestones associated with the quality and patient safety project of the Children s Hospital Group programme Develop and maintain the workstream project plan Monitor high-level progress of the work undertaken by each workstream and take appropriate action to ensure that deliverables and milestones are achieved according to the plan Maintain the Quality and Patient Safety project risk register and monitor mitigating actions Recommend key project milestones / deliverables for executive sign-off Provide updates to the Project Lead/s on project status, key issues and risks, and matters for decision Lead stakeholder consultation and engagement as required Provide updates to the relevant The Children s Hospital Group steering committees for information, endorsement or decision requirement The above is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office. Eligibility Criteria Essential : Qualifications: 1. Applicants must hold a 3 rd level qualification in a relevant discipline such as Operations, Business Management or Healthcare with a minimum of 5 years relevant post qualification experience 2. Applicants must have a Project/Programme Management qualification Skills & Experience: 1. At least three years experience of working in a healthcare setting or settings to improve health 2. Experience in the development of and implementation of large scale patient safety projects 3. Relevant experience in delivering large-scale change initiatives; including change management and project management principles and approaches 4

5 4. Experience of managing and working collaboratively with internal and external stakeholders 5. Work effectively at all levels in an organisation 6. Focus on predefined goals and deliver results 7. Demonstrated report writing and presentation skills 8. A persuasive influencer and negotiator with excellent interpersonal skills 9. High level of Proficiency in Microsoft Word, Excel, PowerPoint Desirable criteria: Qualifications: 1. Post graduate training in relevant areas such as quality improvement, patient safety, or human factors Skills & Experience: 1. Demonstrated knowledge of Quality & Patient Safety principles, and legislation 2. Demonstrated leadership ability, proactive development, motivation and engagement skills 3. Knowledge of the Irish health sector, national programmes and health reform agendas 4. Have held a Clinical Project Management role tasked with delivering a clinical change programme preferably in a healthcare setting 5. Have a strong working knowledge of the Health Information and Quality Authority (HIQA) Standards as they apply to the role for example, Standards for Healthcare, National Standards for the Prevention and Control of Healthcare Associated Infections, Hygiene Standards etc. and comply with associated HSE protocols for implementing and maintaining these standards as appropriate to the role 6. A knowledge of clinical audit 7. A knowledge of clinical processes 8. Healthcare accreditation and standards 9. Knowledge and experience of using Project Vision as an advantage Health A candidate for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 5

6 Character Each candidate for and any person holding the office must be of good character Age Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age. Knowledge, Skills & Competencies Leadership & Direction A capacity for management responsibility and demonstration of initiative The capacity to lead and inspire others towards the effective delivery of programmes assigned Strong team work skills including the ability to build and maintain relationships in a complex multidisciplinary team / multi-stakeholder environment A vision in relation to what changes are required to achieve immediate and long term organisational objectives, and evidence of being a positive agent of change and performance improvement Working With & Through Others - Influencing to Achieve Ability to lead, direct and influence others, in partnership, and with a wide variety of stakeholders in a complex and changing environment Ability to work collaboratively with senior colleagues, and as part of a multi-disciplinary environment Capacity to negotiate and then ensure delivery on stretched objectives Evidence of negotiation skills and influencing skills in a complex work environment Effective conflict management skills The ability to sets high standards for any project team and lead by example Critical Analysis & Decision Making Ability to rapidly assimilate and analyse complex information Ability to consider the impact of decisions before taking action Ability to anticipate problems and identify risks, recognising when to involve other parties (at the appropriate time and level) Ability to make timely decisions and stand by those decisions as required Building Relationships / Communication Excellent interpersonal and communications skills to facilitate work with a wide range of individuals and groups 6

7 Track record of building and maintaining key internal and external relationships in achieving organisational goals Team building and management skills Excellent oral and written communication skills Health & Safety Quality, Risk & Safety Responsibilities Personal Commitment and Motivation Is personally committed and motivated for this complex role. Demonstrates a strong willingness and ability to operate in the flexible manner that is essential for the effective delivery of the role. Demonstrates a commitment to further education in health services management. These duties must be performed in accordance with the hospital health and safety policy. In carrying out these duties the employee must ensure that effective safety procedures are in place to comply with the Health, Safety and Welfare at Work Act. Staff must carry out their duties in a safe and responsible manner in line with the Hospital Policy as set out in the appropriate department s safety statement, which must be read and understood. It is the responsibility of all staff to: Participate and cooperate with legislative and regulatory requirements with regard to Quality, Risk and Safety. Participate and cooperate with Children s Hospital Group Quality and Risk and Safety initiatives as required. Participate and cooperate with internal and external evaluations of hospital structures, services and processes as required, including but not limited to: National Standards for Safer Better Healthcare National Standards for the Prevention and Control of Healthcare Associated Infections HSE Standards and Recommended Practices for Healthcare Records Management HSE Standards and Recommended practices for Decontamination of Reusable Invasive Medical Devices (RIMD Safety audits and other audits specified by the HSE or other regulatory authorities To initiate, support and implement quality improvement initiatives in their area which are in keeping with the hospitals continuous quality improvement programme. It is the responsibility of all managers to ensure compliance with regulatory requirements for Quality, Safety and Risk within their area/department. Specific Responsibility for Best Practice in Hygiene Hygiene in healthcare is defined as the practice that serves to keep people and the environment clean and prevent infection. It involves preserving one s health, preventing the spread of disease and recognizing, evaluating and controlling 7

8 health hazards. Competition Specific Selection Process Shortlisting It is the responsibility of all staff to ensure compliance with hospital hygiene standards, guidelines and practices. Department heads/ managers have overall responsibility for best practice in hygiene in their area. It is mandatory to attend hand hygiene and sharps awareness workshops yearly In order to apply for this position, candidates should submit a C.V., highlighting relevant qualifications and experience, this must be accompanied by a covering letter, setting out their reasons for considering themselves suitable for the role and pointing to the relevant experience that illustrates how the essential criteria listed above is met. Those successful at the short listing stage of this process (where applied) will be called forward to first round interview. The closing date for submissions of CVs and letter of application Monday 19 th February Applications can be ed to or posted to Monika Pepek, HR Administrator, Children s Hospital Group, 26/29 Old Kilmainham, Dublin 8. Informal enquiries or further information can be obtained from: Dr. David Vaughan, Director of Quality and Safety, Children s Hospital Group, The reform programme outlined for the Health Services may impact on this role and as structures change the job description may be reviewed. This job description is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned. Project Manager, Quality & Safety CHG Grade VII ( Grade 0582) Terms and Conditions of Employment Duration of post This is a specified purpose contract; the term of this post is for the duration of the project/body of work, which is approximately 3 years. This will be reviewed in light of the programme of work, related to the new children s hospital and the Paediatric OPD & Urgent Care Centres. 8

9 Remuneration Remuneration is in accordance with the salary scale approved by the Department of Health: Current salary scale with effect from 1 st January 2018: Rising in increments annually from: 48,495 to 63,041. This salary band is open to suitably qualified and experienced professional to include Nursing grade Clinical Nurse Manager (aligned to pay level above) or Health & Social care Professional (aligned to pay level above) or Other equivalent professions aligned to pay level above) Annual Leave Annual Leave entitlement is 30 days (222 hours) per annum. Working Week The hours allocated to this post are hours per week. The allocation of these hours will be at the discretion of the Department Head and in accordance with the needs of the service. HSE Circular Matching Working Patterns to Service Needs (Extended Working Day / Week Arrangements); Framework for Implementation of Clause 30.4 of Towards 2016 applies. Under the terms of this circular, all new entrants and staff appointed to promotional posts from Dec 16 th 2008 will be required to work agreed roster / on call arrangements as advised by their line manager. Contracted hours of work are liable to change between the hours of 8am-8pm over seven days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement (Implementation of Clause 30.4 of Towards 2016). Pension Employees of Temple Street Children s University Hospital (on behalf of The Children s Hospital Group) are required to be members of the Hospitals Superannuation Scheme. Deductions at the appropriate rate will be made from your salary payment. 9

10 Probation All employees will be subject to a probationary period as per the probation policy. This policy applies to all employees irrespective of the type of contract under which they have been employed. A period of 9 month probation will be served: On commencement of employment Fixed term to permanent contract Permanent employees commencing in promotional posts will also undertake a probationary period relating to their new post. Place of work/location Your place of work will be at Children s Hospital Group, Block A Herberton, St. James s Walk, Rialto, Dublin 8. Due to the plan for the new children s hospital and the Paediatric OPD and Urgent Care Centres, you may be required to transfer to another location in in the future. You will be kept informed and advised of the proposed relocation. Age Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant (within the meaning of the Public Service Superannuation Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age. Maternity Leave Maternity leave is granted in accordance with the terms of the Maternity Protection Acts 1994 and Payment of sick leave The Children s Hospital Group operates a Sickness Absence Management policy in line with the new Public Service Sick Leave Scheme as introduced in 31 st March An employee cannot avail of paid sick leave during their first six months of employment with the hospital. Pre-Employment Health Assessment Prior to commencing in this role a person will be required to complete a form declaring their health status which is reviewed by the hospital s Occupational Health Service and if required undergo a medical assessment with this department. Any person employed by The Children s Hospital Group must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 10

11 Validation of Qualifications & Experience Any credit given to a candidate at interview, in respect of claims to qualifications, training and experience is provisional and is subject to verification. The recommendation of the interview board is liable to revision if the claimed qualification, training or experience is not proven. References Children s Hospital Group will seek up to three written references from current and previous employers, educational institutions or any other organisations with which the candidate has been associated. The hospital also reserves the right to determine the merit, appropriateness and relevance of such references and referees. Garda Vetting Ethics in Public Office 1995 and 2001 Positions remunerated at or above the minimum point of the Grade VIII salary scale ( 66,471 as of 1 st. Jan. 2018) Children s Hospital Group will carry out Garda vetting on all new employees. An employee will not take up employment with the hospital until the Garda Vetting process has been completed and the hospital is satisfied that such an appointment does not pose a risk to clients, service users and employees. Positions remunerated at or above the minimum point of the Grade VIII salary scale ( 66,471 as of 1 st Jan. 2018) are designated positions under Section 18 of the Ethics in Public Office Act Any person appointed to a designated position must comply with the requirements of the Ethics in Public Office Acts 1995 and 2001 as outlined below; A) In accordance with Section 18 of the Ethics in Public Office Act 1995, a person holding such a post is required to prepare and furnish an annual statement of any interests which could materially influence the performance of the official functions of the post. This annual statement of interest should be submitted to the Chief Executive Officer not later than 31 st January in the following year. B) In addition to the annual statement, a person holding such a post is required, whenever they are performing a function as an employee of the HSE and have actual knowledge, or a connected person, has a material interest in a matter to which the function relates, provide at the time a statement of the facts of that interest. A person holding such a post should provide such statement to the Chief Executive Officer. The function in question cannot be performed unless there are compelling reasons to do so and, if this is the case, those compelling reasons must be stated in writing and must be provided to the Chief Executive Officer. C) A person holding such a post is required under the Ethics in Public Office Acts 1995 and 2001 to act in accordance with any guidelines or advice 11

12 published or given by the Standards in Public Office Commission. Guidelines for public servants on compliance with the provisions of the Ethics in Public Office Acts 1995 and 2001 are available on the Standards Commission s website 12

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