Job Description
ROLE OVERVIEW
The Programme Manager is responsible for leading and managing the setting up and delivery of a complex, multi-project, programme from inception through to delivery of the new capabilities and into realisation of benefits.
The Programme Manager is responsible for defining the end-state or blueprint which provides a model for the organisation (within scope of the programme), its working practices and processes, the information it requires and the technology that will be needed to deliver the capabilities aligned with the strategic vision and organisational outcomes it will support.
They have primary responsibility for successful delivery of the new capabilities as well as the day-to-day management of the programme itself. They are also responsible for ensuring that the programme, and its constituent change initiatives, follows organisational governance and assurance methods, policies and standard practice. They must ensure that the capabilities, align with organisational/strategic roadmaps for change and deliver the benefits that are intended as set out in the business case for the programme.
The Programme Manager may also be required to manage groups of individual projects and assume line management responsibility for their teams as directed.
KEY CONTACTS
- The SFRS Board, Chief Officer and the Strategic Leadership Team (SLT)
- Managers and Staff within directorates across the organisation
- Managers and Staff within the Finance and Contractual Services Directorate
- Deputy Assistant Chief Officers and Heads of Function across all SDAs and Directorates
- Strategic Planning, Performance and Communications
- SFRS employees and their representative bodies
- Technical, solution, data and business architects
- Business Change Managers
- Scottish Government and other public sector stakeholders
- External service providers
MAIN RESPONISIBILITIES
- Day-to-day management of the programme, including taking the programme forward from appointment, supervising and closing the programme.
- Being the day-to-day agent on behalf of the SRO, for successful delivery of the new capability.
- Planning and designing the programme and proactively monitoring its overall progress, resolving issues and initiating corrective actions as appropriate.
- Defining and implementing the governance framework in line with organisational governance frameworks, methods and tools.
- Effective coordination of the projects and their inter-dependencies.
- Managing and resolving any risks and or issues.
- Maintaining overall integrity and coherence of the programme, developing and maintaining the programme environment to support each individual project within it.
- Ensuring that solutions and new capabilities are aligned with the organisational roadmap and target architectures.
- Maintaining the programmes budget, monitoring the expenditures and costs against benefits that are realised as the programme progresses.
- Ensuring that the facilitation of resource management is seamless and aligned with the portfolio Office strategy and approach.
- Ensuring that the delivery of new products and services from the projects meets programme requirements and is to the appropriate quality, on time and within budget.
- Ensuring maximum efficiency in the allocation of resources and skills within the programme.
- Managing third-party contributions to the programme.
- Engage with Business Change Managers to design and deliver new capabilities to meet the needs of the organisation and deliver benefits that support the outcomes.
- Managing the communication with stakeholders and business users.
- Initiating interventions whenever gaps in the programme are identified.
- Reporting progress of the programme at regular intervals with the SRO.
- Ensure that financial best value is delivered and that appropriate benefits and efficiencies are identified and delivered as part of the programme, in line with the organisational strategy.
FUNCTIONAL RESPONSIBILITIES / KEY TASKS
Leadership of the Programme:
- Plan the overall programme and monitor the progress ensuring that that key milestones are being met across the programme and subsequent projects, identifying any actions to help recover programme timelines or objectives
- Develop and define the programme’s governance and controls in line with organisational policies and standards
- Ensure new capabilities delivered meet the agreed objectives, standards and other requirements such as information governance compliance, delivered within budget and on time
- Coordinate the programme’s projects and their interdependencies ensuring that resources across all projects are managed and utilised
- Manage the programme’s main documents including developing and preparing programme blueprints, business cases, definition documents, dossier, plan, risk/issue logs, specialist documentation, communication strategies/plans, benefits profiles, realisation plans and reports, progress and exception reports, statistics, key performance indicators and other management information to internal and external stakeholders e.g. Programme Board, SLT and the SFRS Board
- Identify expected outcomes, impact and business benefits of the programme, ensuring measures are in place to monitor that the business benefits are realised
- Produce detailed internal business cases in support of each of the programme’s phases, identifying key milestones, achievable targets and realistic timescales within each phase of the programme
- Prepare internal and external gateway review documentation and responses as required and programme and project levels
- Work closely with all relevant teams to ensure the programme minimises disruption to the day to day activity of business as usual teams
- Responsible for programme budget management with support from the SFRS Finance Team, highlighting any cost pressures as they arise together with suggestions for any remedial actions
- Analyse progress and performance against the project plans and Project Dossier on a regular basis, identifying any actions to help recover project timelines or objectives
- Create and maintain a Risk Register for the programme, identifying and recording programme risks as well as ensuring measures are taken to mitigate these risks
- Ensure that dependencies are recorded, planned, documented and tracked with oversight provided to programme board on a regular basis.
Consultation and Communications
- Regular updating and reporting to the Programme Board and, when required, the SLT and Change Committee
- Undertake consultation on the programme plan with staff, line managers and any other stakeholders and interpret and take forward the consultation discussions to influence the final programme plan
- Engage with line managers and staff throughout the programme, keeping all parties informed of programme developments and timescales
- Positively promote the programme to all relevant and interested parties and motivate staff directly involved and with support from the SFRS Internal Communications Team, communicate programme progress to the wider Service
- Carry out a Post Implementation Reviews (PIR) on constituent projects based on expected outcomes, impact and benefits of the programme and document any lessons learned
- Research systems options and understand any technical system specifications and plans prepared by the provider and report to the Programme Board for consideration
- Ensure a user-centric design approach to capabilities by working with users and stakeholders to understand advantages and challenges of layout and design Support staff and business change managers to identify and agree day to day process improvements and benefits the programme will deliver
- Work with ICT to understand technical standards and infrastructure requirements and to identify ICT resource requirements throughout the course of the programme
- Work with the identified Procurement Lead to develop a plan and process for procurement of the solutions
- Identify and estimate total lifecycle costs and any future additional running and maintenance costs for new systems and ways of working, contributing to SFRS annual budgeting process where necessary
Interface Between the System Provider(s) and SFRS
- Support the interface between system providers and SFRS, representing SFRS and the Programme Board at meetings with the provider
- Participate in planning and
lead in the creation of a Request for Information (RFI) and clear tender brief for potential system providers
- Support the tender evaluation process to ensure the tenders reflect the programme scope, meet timescales to suit SFRS and provide value for money
- Liaise with the preferred system supplier(s) to scope and agree the plan for programme implementation
- Monitor the programme’s progress at all stages and attend any relevant meetings to ensure that progress being made towards implementation is in accordance with the requirements of the programme
MANAGEMENT RESPONSIBILITIES
- Lead, develop and manage the performance of employees within area of responsibility, providing leadership and coordinating the work of the team. This will specifically include line management, recruitment, and performance management by scheduling and co-ordinating the work of the team
- Ensure that all staff within the Programme Manager’s remit have a set of defined objectives, PDP and are supported with regular 1-2-1s and guidance.
- Manage the programme finances and budgets effectively in accordance with the SFRS Financial Regulations to ensure the most cost-effective delivery of services where possible identifying and make recommendation on potential savings
- Ensure that all employees within area of responsibility are provided with the training and development required to enable them to carry out their role to the standards required
- Represent the SFRS at appropriate external events and meetings in accordance with the remit and status of the post
- Ensure that the programme is managed and delivered within a best value framework and that performance is regularly monitored and continuous improvement achieved
- Represent SFRS view on the programme to external bodies/committees and groups as required and Chair any internal and external meetings to drive the programme’s objectives and initiatives
ADDITIONAL INFORMATION
Essential Criteria
- Degree level qualification or equivalent experience
- Formal programme management qualification such as Managing Successful Programmes (MSP)or equivalent
- Demonstrable experience of programme management gained through managing large and complex, cross organisational programmes of work
- Self-motivated with proven ability to lead, engage and motivate others
- High level communication and advanced interpersonal skills
Desirable Criteria
- Experience of working in a public-sector organisation
- Experience of leading and managing a team
- Experience of liaising successfully with system providers
- Driving licence or ability to travel as required
- Good knowledge of the frameworks for project and continuous improvement methods such as LEAN, PRINCE2 and AGILE.
THE FOLLOWING PERSONAL QUALITIES & ATTRIBUTES (PQAs) ARE REQUIRED WITHIN THIS ROLE:
Commitment to Diversity and Integrity:
- Demonstrates a fair and ethical approach in all situations
- Demonstrates confidentiality
Openness to Change:
- Proactively supports change, adjusting approach to meet changing requirements
Confidence and Resilience:
- Maintains a confident, controlled and focused attitude in highly challenging situations
Working with others:
- Works effectively with others
- Leads, involves and motivates others
Effective Communication:
- Excellent interpersonal skills
- Ability to communicate effectively both orally and in writing
Commitment to Development:
- Committed and able to develop self, individuals, teams and others to improve organisational effectiveness
Problem Solving:
- Understands and applies relevant information to make appropriate decisions and create practical solutions
Situational Awareness:
- Has an active awareness of environment to promote safe and effective working
- Evidence of a thorough knowledge of fire and community safety issues
Commitment to Excellence:
- Leads others to achieve excellence by the establishment, maintenance and management of performance requirements
Planning and Implementing:
- Ability to prioritise own workload and work on own initiative
- Creates and implements effective plans to manage workload in line with organisational objectives and priorities
Political & Organisational Awareness:
- Recognises the political impact of actions
- Evidence of representing management at internal / external events
GENERAL RESPONSIBILITIES
- The post holder shall ensure that all duties of the post are undertaken in accordance with the Equality Act 2010, the Human Rights Act 1998, the SFRS’s Code of Conduct, Dignity and Integrity at Work Policy and other policies designed to protect employees and service users from discrimination and harassment. It is the duty of the post holder to actively promote equalities, encourage a workplace culture of inclusivity and not to act in an unlawfully prejudicial or discriminatory manner towards employees or service users.
- To promote the health, safety and welfare of employees at work and of service users through the implementation of the Scottish Fire and Rescue Service’s Health and Safety Policies in accordance with all relevant statutory requirements, leading by example.
- To protect the confidentiality at all times of customers, partner organisations, and other third parties, where applicable by ensuring that reporting employees comply with the organisations IT Security Policy and procedures.
Job Types: Full-time, Permanent
Salary: £60,108.00-£64,728.00 per year
Benefits:
- Company pension
- Employee discount
- Flexitime
- On-site parking
- Work from home
Schedule:
- Flexitime
- Monday to Friday
Ability to commute/relocate:
- Glasgow, G72 7NA: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Can you confirm that you hold a degree level qualification or have relevant experience?
- Do you have a formal programme management qualification such as Managing Successful Programmes (MSP)or equivalent?
Work Location: Hybrid remote in Glasgow, G72 7NA
Application deadline: 28/03/2023
Reference ID: SFRS02297