Senior Program Manager

About the Institute Located on the lands of the Bidiagal Clan of the Dharawal Nation (Randwick, NSW), Black Dog Institute is the only Medical Research Institute in Australia to investigate mental health across the lifespan, our aim is to create a mentally healthier world for everyone. For the past 20 years, we have been at the forefront of mental health research. Leveraging our own research, we have developed an image and workplace that is reflective of our values and mission. Our work is used to distributed through the public and is used to drive evidence informed change across the mental health sector, setting the foundation for a brighter and healthier future for all.

Benefits

• Hybrid work, 1-2 days per week in office (choose your days, consistent team collaboration days where possible)
• 35 hour work week, flexible hours agreements & 9-day fortnights
• Salary Packaging: $15,900.00 of your base salary tax free & up to $2650.00 meal & entertainment
• Family first, people first culture, we put our research into action at work to make sure we maintain mental health and wellbeing at work
• Pet friendly workplace
• Leave benefits including public holiday swap, gifted annual leave, and wellbeing leave 
• Employee discounts 

The Role

Reporting to the Head of IT, this role will be accountable for managing, defining, prioritising and delivering key strategic projects and improvement initiatives.
The role will work closely with the Head of IT to provide project management expertise and coordination for several projects. The SPM will ensure the projects are resourced effectively, managed efficiently, achieve project objectives and are conducted within allocated budgets and agreed timelines in accordance with Good Clinical Practice (GCP) if applicable, ethical and regulatory requirements and applicable Standard Operating Procedures (SOP). The SPM also provides project mentorship/guidance to Project Managers (PM) and their teams, assisting in developing project knowledge and improving their execution. The SPM will work closely with vendors engaged in project delivery.

The Projects
The SPM will take a key role in guiding and facilitating a number of projects to identify and implement opportunities to enhance and optimise components of the current solution landscape. These solutions will be vital in supporting our 2030 strategy.

These projects will include:

• A new CRM landscape that addresses a historic collection of CRM’s
• A replacement HRIS solutions, providing a better experience for applicants and existing staff, and closer integration with the Finance solutions
• A project to re-imagine the Institute’s research platforms
• A replacement of the existing clinical administration solution
• A project to implement digital Board papers management

This role will include a mix of building business case documents for major projects to engage solution providers, and will guide these implementations. It will also provide hands-on project management and business analysis of smaller projects. In all cases, responsibility for the projects will rest with the SPM.

Duties & Responsibilities

Project Management

• The SPM will be responsible for the delivery of large and/or highly complex projects within BDI. The level of complexity may be determined by the design, size, budget and impact.
• Planning project management, including setting deadlines, prioritising tasks, and assigning team members to various deliverables.
• Merging third party vendor project plans together with in-house project components to product a single project management plan covering both in-house and third-party vendor activities.
• Overseeing the creation and execution of the communication plans associated with the projects.
• Working with the Institute’s Continuous Improvement Centre for Change, ensure that change management is embedded in all aspects of the project.
• Provide project reports, including budget and risk outlines, to Project Sponsors and Executives.
• Write clear and concise specifications, reports, project management plans, business cases, project schedules, budgets and briefing notes and communicate effectively with a variety of audiences
• Overseeing the development of projects and ensure that team members are carrying out their tasks efficiently while upholding the Project Management Office standards.
• Continuously evaluating projects to ensure they are meeting organisation standards, adhering to budgets, and meeting deadlines.
• Continuously seek out and where appropriate implement improvements to project management delivery including capability, tools, processes and technology.
• Manage vendor selection and contracting.
• Effectively manage projects using project management software including Jira.

Leadership and Stakeholder Management

• Provide project management advisory services to other project managers and project teams as required.
• Manage project teams in the timely development and delivery of largescale projects.
• Manage internal and external stakeholder and business owner involvement in the project, ensuring appropriate change management and communication. This includes, but is not limited to project planning, scheduling and coordinating the implementation of the project(s).
• Manage relationships with all key stakeholders including BDI Executives, Department Heads, committees, vendors, and service providers.
• Contribute to the content and/or application of the PMO Handbook and templates

Compliance and Training

• Comply with BDI policies
• Attend and actively participate in preparation and delivery of project management related training and workshops
• Comply with all required project specific and BDI specific systems
• Comply with applicable regulations, guidelines, SOPs and project specific requirements.

As a Senior Program Manager

• Demonstrate commitment to BDI’s organisational values, including performing to an exceptionally high ethical standard and focus on integrity, collaboration and teamwork in all efforts
• Act as a role model and ensure the team’s commitment to BDI’s values
• Report and escalate identified issues and risks in areas of responsibility according to BDI and/or the project requirements

Work Health and Safety

• Comply with all WHS legislation and BDI WHS Policy and Procedures
• Report any WHS hazards and significant issues to Director, People & Culture delegate and the reporting tool Rely.
• Work In a safe manner, applying duty of care.

Note: the list of responsibilities is not exhaustive, and the Institute may change or request additional activities to meet the operational needs of the business in consultation with the holder of role.

Skills & Experience Required 

Essential Criteria

1. Tertiary qualifications in related science, healthcare, project or business management or equivalent years of experience
2. Minimum 5+ years’ experience in senior project management roles within a research, healthcare, business or academic environment
3. Formal project management qualifications, or equivalent practical experience
4. Demonstrated knowledge, skills and ability to manage multiple concurrent projects, from planning through to evaluation
5. Must have extensive technology implementation experience.
6. Extensive knowledge and skills in project management techniques, tools and methodologies, covering all phases of the project life-cycle
7. Proven project delivery of relevant projects such as CRM and HRIS implementations.
8. Demonstrated high level of interpersonal, oral and written communication skills with a proven ability to consult and negotiate with a diverse range of stakeholders.
9. Outstanding communication skills, with demonstrated ability to leverage relationships and networks of internal and external stakeholders to positively influence outcomes.
10. Proven ability to prepare various documents including project management documentation, budgets, work schedules, briefing notes, business cases, correspondence and reports.
11. A high-level of computer literacy, including Microsoft Suite, Excel, PowerPoint and MS Teams.
12. Demonstrated sound judgement and an awareness of reputation and branding implications.

Desirable Criteria

1. Experience working with JIRA and Confluence
2. Experience working in not-for-profit and/or mental health sectors, ideally in a medical research institute.
3. Proven delivery of relevant projects such as those supporting research in a not for profit research setting.
4. Experience in implementing change communications programs while working with flexible teams, where team members may work from home regularly or have variable arrangements.
5. Experience in the implementation of CRM products.
6. Demonstrated leadership skills and ability to cultivate development of others

Inclusion at BDI  

We are committed to fostering an inclusive and accessible recruitment experience where all candidates can fully participate in the process.

We warmly encourage applications from First Nations peoples, culturally and racially diverse communities, LGBTQIA+ individuals, people with disabilities, and others from underrepresented backgrounds.

We recognise that not everyone has had equal access to opportunities, and valuable skills and perspectives can be gained through diverse life experiences.

If this role excites you but you don’t meet every listed requirement, we still encourage you to apply as your lived experience and insights are important to us.

Accessibility

If you have accessibility requirements or require information in an alternative format, please email ***************@blackdog.org.au or phone 02 9382 4*** 

Privacy

We respect your privacy and confidentiality. We only provide information to other staff where it is needed to arrange workplace adjustments.

How to Apply  To become a part of the Black Dog Institute team, follow the link to ELMO to apply and submit your most up to date resume. If you are shortlisted for the role, we will call you and let you know you are successful. Please do not respond to any suspicious emails requesting you to upload your ID or personal details. 

Commencement of employment with the Institute is subject to the completion of relevant pre-employment checks, include reference checks, a National Criminal History Check, and other role-specific requirements. These checks are conducted in line with the Institute’s commitment to providing a safe, respectful and inclusive environment for all employees, and check outcomes are reviewed and applied fairly and in accordance with the inherent requirements of the role