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Contents

Section

Section 1: Introduction to Appointment

Section 2: Person Specification

Section 3: Job Description

Section 4: NHS Lothian Values

Section 5: General Information for Candidates

Section 6: Working in Edinburgh and the Lothians

Section 7: Workplace Equality Monitoring

Section 8: Equal Opportunities Policy Statement

Section 9: Code of Conduct for Healthcare Support Workers

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Section 1: Introduction to Appointment

Reference Number: AHP/RHSC/PT/1718/11

Job Title: Personal Assistant

Grade: Band 4

Location: Royal Hospital for Sick Children, Edinburgh

Contract Duration: Permanent

Hours: 21.75 per week

Closing Date: 22nd January 2018

Salary Scale: £20,302 - £22,910 pro rata, per annum

Apply on-line www.jobs.scot.nhs.uk

This post requires the post holder to have a PVG Scheme membership/ record. If the post holder is not a current PVG member for the required regulatory group (i.e. child and/or adult) then an application will need to be made to Disclosure Scotland and deemed satisfactory before they can begin in post.

**Please note – the e-mail address you provide on the application form will be used to

communicate any further correspondence relating to this vacancy therefore please check your TRASH and SPAM folders**

**Please note: we anticipate a high level of interest in this position and may close the vacancy early once a sufficient amount of applications are received.

Therefore, please make sure you complete and submit your application at an early stage.**

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Criteria

Essential

Desirable

How assessed

Qualifications & Training

Excellent knowledge of and skills with Word, Excel and similar programmes eg Access.

ECDL

TRAK knowledge and use

Or working towards

BOXi trained

C

Experience .

Experience working as a PA or similar role within a large and diverse team.

Experience in interacting with the general public.

Understanding of the roles of Allied Health Professionals.

An interest in working within a children’s hospital.

Understanding of multidisciplinary /multi agency working.

A&I P

Knowledge

An appreciation of the principles of physiotherapy practices and procedures.

Awareness of specific needs of children and young persons

Awareness of the roles of members of the physiotherapy team.

A&I P

Skills/Abilities

Communication – excellent communication skills, both oral and written - with AHP colleagues, A&C colleagues, medical and nursing staff, AHP Director and Business Manager.

Good organisational and time management skills

Good report writing skills

Prioritisation skills

Excellent literacy and numeracy skills

Statistical collection, analysis and reporting skills

Excellent IT skills

Excellent team player

Understanding of the roles of other members of the Multidisciplinary team

A&I P

Specific Job Requirements

The ability to understand queries and requests for information.

The ability to analyse and synthesise information and data.

The ability to proactively and anticipatorily determine the work flows for the Service.

I

Personal Qualities

Empathetic

Honest

An understanding of the principle values required to work in the NHS.

Sensitive to patients and families needs.

Flexible worker

I, R

Key – how assessed

A = Application form I = Interview

C = Copies of certificates T= Test or exercise

P = Presentation R = References

Section 2: Person Specification

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1. JOB IDENTIFICATION

Job Title: Personal Assistant (Band 4) Responsible to: Paediatric Physiotherapy Head of Service Department(s): Paediatric Physiotherapy, RHSC Directorate: Therapies + Rehabilitation Operating Division: LUHS Job Reference: AHP/RHSC/PT/1718/11 No of Job Holders: 1 Last Update (insert date): October 2016

2. JOB PURPOSE

To provide a comprehensive administrative and secretarial service. Responsibility may include supervision of staff and associated duties.

3. DIMENSIONS

The Paediatric Physiotherapy service receives in excess of 3,000 new referrals and delivers in excess of 30,000 contacts per annum. The Physiotherapy service provides for children cared for in RHSC and in the Community (including special schools) settings throughout Edinburgh, East Lothian and Mid Lothian.

Paediatric Physiotherapy Clinical Areas – Neonatology, Neurology, Respiratory, Musculoskeletal, Rheumatology, Oncology/Haematology, Orthopaedics, Community.

The post holder will have a primary designated base in Royal Hospital for Sick Children but may be required to work in community bases. The postholder’s base will change with the reprovision of RHSC in 2018 to the new hospital on the Little France RIE campus. Staff responsibility – This post is not a primary line management post.

Personal Assistant duties will be undertaken for the paediatric physiotherapy management team – physiotherapy Head of Service, Acute and Community site leads and clinical team leads as required. Duties of this post will include, but not restricted to, minute taking; report writing; typing of routine letters and confidential reports; statistical data collection, management, analysis and reporting; database management; BOXi report generating and dissemination; arranging meetings and diary management NB: It is an expectation of the role that the Personal Assistant may be required to undertake financial responsibilities eg stock ordering and/or staff supervision responsibilities. The post is employed within NHS Lothian and there may be a requirement to work flexibly across Lothian to meet service demands.

Section 3: Job Description

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4. ORGANISATIONAL POSITION The postholder is managerially responsible to the Physiotherapy Head of Service and to the Therapy & Rehabilitaiton Directorate Business Manager.

5. ROLE OF DEPARTMENT

The Paediatric Physiotherapy Service sits within the Therapies & Rehabilitation Directorate in Lothian University Hospital Services. The Directorate includes Allied Health Professional services. Key responsibilities of the Service are:

To provide physiotherapy services to children of Edinburgh, Lothians, South East Scotland and beyond, age range newborn to leaving school.

Provision of physiotherapy care to a diverse range of paediatric clinical conditions and patient types in a variety of environments across acute hospital, community and local authority settings.

Service management, planning and development within a defined budget and a multidisciplinary and multi-agency framework.

To develop and support relevant audit and research within the Service and across the Division and in collaboration with academic institutions.

Provision of Clinical Education to students from Queen Margaret University College and other national and international Higher Education Institutions.

Development, implementation and management of a Clinical Governance Strategy.

Provision of Clinical Education to other groups of Physiotherapists and other Health professionals.

6. KEY RESULT AREAS

1. To provide a comprehensive secretarial and administrative service to ensure smooth operation of the department.

2. Responsible for managing the manager’s diary, including travel time and arrangements, to ensure

effective use of time, identifying, discussing and resolving and diary conflicts. The post holder will ensure preparation and availability of necessary paperwork and information required in advance of diary commitments.

3. Responsible for managing all communication into the office including electronic, paper, telephone and

face to face in support of the manager in particular during times when they are out of the office or on periods of absence. To recognise communications that are important, flagging urgent issues to the manager or other appropriate members of the management team and taking forward those communications within remit of the role.

4. To arrange and attend meetings including preparation and circulation of all associate papers /

documentation, minute taking including specifying decisions made and any action points for subsequent approval by the senior member of the group. Responsible for taking forward allocated action points and to follow-up on any others to ensure parties are aware of and working towards completion timescales.

5. General administrative duties including filing, photocopying, stationery ordering, booking meetings and

rooms and distribution of mail. 6. To undertake ad hoc projects from conception to completion as requested and supported by the

management team.

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7. Responsible for the management of employee data including inputting data and information into the

payroll and employee relations systems, managing employee files ensuring all information, including professional registrations, training is accurate, and up to date.

8. Responsible for arranging events, including training sessions, providing on-the-day administrative

support as required. 9. As requested by the management team and using a variety of resources, access and retrieve

information relating to specific aspects of work. 10. Input, extract, collate and summarise data from a variety of sources to enable preparation of standard

verbal and written reports. 11. Responsibility for day to day supervision of secretarial and administrative staff, where required,

including all associated duties. 12. Financial responsibilities may include one or all of the following:

Monitoring, ordering and maintaining stationery as required

Invoice processing

Authorised signatory for e.g. Petty cash 13. Responsible for the development and implementation of secretarial and administrative policies and

systems to enable smooth running of the department. 14. Maintain confidentiality of all sensitive information under the Data Protection Act (1998) and NHS

Lothian Policies. 15. Working flexibly when the service requires cover in times of annual leave, sickness and increased

activity. 16. Attend regular team meetings to discuss work issues. 17. To support NHS Lothian’s values of quality, teamwork, care and compassion, dignity and respect, and

openness, honesty and responsibility through the application of appropriate behaviours and attitudes.

7a. EQUIPMENT AND MACHINERY

The following are examples of equipment which will be used when undertaking the role:

Personal Computer

Printer

Telephone / Answering machine

Photocopier / Scanner

Laptop

Projector

Laminator

Guillotine

Shredder

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Note: New equipment may be introduced as the organisation and technology develops, however training will be provided.

7b. SYSTEMS

The following are examples of systems which will be used when undertaking the role:

Office filing systems

Patient administration system for inputting, searching, recording, storing and retrieving information (PiMS / TRAK)

Appropriate local systems and coding where required for recording activity and producing correspondence

Microsoft Office applications including Work, Excel, PowerPoint, Outlook, Access and Publisher

Intranet / Internet

Local and national databases and spreadsheets

Staff payroll system (SSTS)

Staff training booking system (PWA / eESS)

Personal Development Recording System (eKSF)

Online ordering system (PECOS)

Incident Recording system (DATIX) Note: New systems may be introduced as the organisation and technology develops, however training will be provided.

8. ASSIGNMENT AND REVIEW OF WORK

Workload is generated by the line manager and management team. The post-holder will manage own workload working within defined secretarial and administrative procedures. The post-holder will have access to the line manager through monthly team meetings or as deemed necessary. Review of performance will be ongoing. Annual review, appraisal and personal development planning will be undertaken by the line manager in conjunction with the post-holder and in line with NHS Lothian PDP processes.

9. DECISIONS AND JUDGEMENTS

The post-holder is expected to exercise judgement when responding to and dealing with enquiries to the office determining what can be dealt with within own remit and when the matter should be escalated to the line manager. The post-holder will make decisions regarding prioritising and allocation of own workload and that of the team (if applicable) and in relation to the management of the managers diary to ensure best use of the managers time and smooth operation of the department. All decisions and judgements will be made within the parameters of defined secretarial procedures and protocols and in compliance with current legislative timescales. The post holder’s line manager and members of the management team are available to advise on more complex matters when required.

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10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

Managing own time effectively and prioritising workload to meet competing demands from service users and management team to ensure provision of a well co-ordinated, efficient and professional service at all times. Maintaining levels of concentration required to undertake defined secretarial workload whilst responding to interruptions from enquiries. Dealing with complaints and verbal aggression both face-to-face and on the telephone. The diversity and complexity of the work and the range of different tasks required, e.g. when organising an event this involves preparation before the event, tasks for the actual event on the day and the follow up work that is required afterwards.

11. COMMUNICATIONS AND RELATIONSHIPS

Acting as the first point of contact for staff within MDT, the post holder will be expected to communicate with

a wide range of people, including the most senior personnel, both internally and externally. Highly

developed communication skills requiring tact and diplomacy are necessary when responding to enquiries

on behalf of the senior manager. Communication is a key part of the post and can be verbally, in writing or

electronically. The post holder will have access to confidential information and therefore will need to retain

the trust of management.

Internal Communications:

Support team colleagues to ensure that overall support to the Directorate is organised

Manager and team being supported to ensure they are fully appraised of the current status of their work

Colleagues within other Directorates, mainly to arrange meetings, liaise regarding joint pieces of work,

etc.; this often involves negotiation and persuasion to reach satisfactory conclusions for all concerned

External Communications:

Other organisations within the public and voluntary sector, including local authorities, other Divisions,

Scottish Executive, etc.; this is mainly to arrange meetings or liaise on behalf of the senior manager

regarding joint pieces of work, etc.; this again may require negotiation and persuasion to reach

satisfactory conclusions for all concerned

Private companies, mainly to book venues, catering, etc

General public to deal with enquiries, often on behalf of management

NHS Lothian Divisions

Voluntary organisations

Councils (4)

Other Health Boards (Highland, Tayside, Borders, Dumfries & Galloway, Forth Valley, Grampian,

Greater Glasgow, Lanarkshire, Orkney, Shetland and the Western Isles).

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12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS

Physical Demands: 60% of work is computer based therefore required to sit in a restricted position when undertaking these

duties.

Mental Demands: Concentration required when entering data into various systems e.g. local databases, SSTS, etc. Frequent interruptions requiring post holder to change from working on one task to another. Prioritising workload in order to meet deadlines. Emotional Demands: Exposure to sensitive information which can on occasion be distressing.

Dealing with distressed, anxious patients / relatives / staff requiring use of skills of tact, diplomacy and discretion. Actively listening to callers and dealing with issues of grievance diplomatically. Environmental Demands: Extended use of VDU when performing secretarial role.

Office conditions.

13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

HNC/SVQIII in Secretarial Studies/ Business Administration / other relevant subject. Previous experience in a secretarial/PA role and ability to demonstrate:

a. Effective organisational skills and ability to manage priorities b. Ability to develop and implement administrative processes c. Oral and written communication skills d. Advanced keyboard skills e. Sound working knowledge of computer software packages including word processing,

databases, spreadsheets f. Day to day staff supervision experience or aptitude g. Time management

14. JOB DESCRIPTION AGREEMENT

A separate job description will need to be signed off by each jobholder to whom the job description applies. Job Holder’s Signature: Head of Department Signature:

Date: Date:

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Section 4: NHS Lothian Values into Action

NHS Lothian is determined to improve the way their staff works so they have developed a set of common values and ways of working which they now need to turn into everyday reality - to the benefit of everyone working in the organisation and, most importantly, to the benefit of their patients. Our Values are:

Quality

Dignity and Respect

Care and Compassion

Openness, Honesty and Responsibility

Teamwork Throughout the recruitment process candidates will need to demonstrate they meet all of Our Values. More information on Our Values can be found by clicking on the link at the bottom of our Careers website front page: www.careers.nhslothian.scot.nhs.uk

Section 5: General Information for Candidates

Data Protection Act 1998 Please note that any personal information obtained from you throughout the recruitment process will be collected, stored and used in line with the Data Protection Act 1998. Information will be available to the recruiting manager and to the Human Resource staff. Counter Fraud NHS Lothian is under a duty to protect the public funds it administers, and to this end will use the information you have provided on your application form for the prevention and detection of fraud. It will also share this information with other bodies responsible for auditing or administering public funds for these purposes. More detail on this responsibility is on NHS Lothian’s intranet (Counter-Fraud and Theft page) and further information is available on the Audit Scotland website: www.audit-scotland.gov.uk/ References All jobs are only offered following receipt of two satisfactory written references. At least one reference must be from your current/most recent employer, or your course tutor if you are currently a student. If you have not been employed or have been out of employment for a considerable period of time, you may give the name of someone who knows you well enough to confirm information given and to comment on your ability to do the job. Disclosure Scotland Where a Disclosure or Protection of Vulnerable Groups Check is deemed necessary for a post, the successful candidate will be required to undergo an appropriate check. Further details on the Recruitment of Ex-Offenders are available from the recruitment centre. Work Visa If you require a Work Visa, please seek further guidance on current immigration rules which can be found on the Home Office website: www.gov.uk/government/organisations/uk-visas-and-immigration or visit our Careers website: www.careers.nhslothian.scot.nhs.uk/pathwaysintoemployment/OverseasWorkers/Pages/default.aspx

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Overseas Registration and Qualifications NHS Lothian will check you have the necessary professional registration, where appropriate. If you require a qualification for this role but are not regulated by a professional body (e.g. NMC, GMC, HCPC etc), you will need to provide an official translation, notarised by a solicitor, of your overseas qualifications to be checked by the recruiting manager. Please ensure that this is available before applying for this post. Job Interview Guarantee Scheme As a Disability Symbol user we recognise the contribution that all individuals can make to the organisation regardless of their abilities. As part of our ongoing commitment to extending employment opportunities, all applicants who are disabled and who meet the minimum criteria expressed in the job description will be guaranteed an interview. Terms and Conditions For an overview of our Agenda for Change terms and conditions please click on this link: www.msg.scot.nhs.uk/pay/agenda-for-change

Travel Expenses Travel expenses are not normally reimbursed for interviews, if you are selected for interview and wish to enquire about the possibility of being reimbursed then the request should be directed to the recruiting manager or interview panel chair. Application Form Completion The purpose of an application form is to help evidence that the applicant has all the requirements applicable to carry out the job applied for. (7500 is the character limit for statement in support of application.) Once in receipt of the application pack it is essential to read both the job description and person specification to gain a full understanding of what the job entails and the minimum criteria required. Please note for equal opportunity purposes NHS Lothian do not accept CV’s as a form of application. For general help and advice on how to complete an application form please visit our careers website: www.careers.nhslothian.scot.nhs.uk/HelpAndAdvice/ApplyingForPosts/Pages/default.aspx

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NHS Lothian offers excellent career prospects and a wide range of job opportunities for potential employees. It employs approximately 24,000 staff and offers training and development opportunities as well as excellent staff benefits. The information provided below aims to help support and guide both prospective applicants and new employees unfamiliar with Edinburgh and the Lothians. Edinburgh and the Lothians Edinburgh and the Lothians are on the eastern side of Scotland’s central belt in the heart of the country. Four main areas make up Edinburgh and the Lothians – Edinburgh, East, Mid and West Lothian. NHS Lothian serves a population of approximately 850,000 people living in and around Edinburgh, Scotland’s historic capital city. The geographical area known as Lothian region covers 700 square miles, comprising the City of Edinburgh, Midlothian, East Lothian and West Lothian. It is a region of exceptional beauty and contrast, from the splendour of Edinburgh to the beauty and variety of the hills, countryside and coastline. The nearest major town outside of Edinburgh is Livingston, a thriving location in the heart of West Lothian. As well as many sites of historic interest, the region boasts a host of recreational activities for all ages. For further information on relocating to Edinburgh please visit our careers website: www.careers.nhslothian.scot.nhs.uk/AboutNHSLothian/Location/RelocatingToLothian/Pages/default.aspx

Section 7: Workplace Equality Monitoring

NHS Lothian is committed to supporting and promoting dignity at work by creating an inclusive working environment. We believe that all staff should be able to fulfil their potential in a workplace free from discrimination and harassment where diverse skills, perspectives and backgrounds are valued. In order to measure and monitor our performance as an equal opportunities employer, it is important that we collect, store and analyse data about staff. Personal, confidential information will be collected and used to help us to understand the make-up of our workforce which will enable us to make comparisons locally, regionally and nationally.

NHS Lothian considers that it has an important role to play as a major employer and provider of services in Lothian and accepts its obligations both legal and moral by stating commitment to the promotion of equal opportunities and elimination of discrimination. The objectives of its policy are that no person or employee receives less favourable treatment on the grounds of sex, disability, marital status, age, race (including colour, nationality, ethnic or national origin), creed, sexuality, responsibility for dependants, political party or trade union membership or

Section 6: Working in Edinburgh and the Lothians

Section 8: Equal Opportunities Policy Statement

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activity, HIV/AIDS status or is disadvantaged by conditions or requirements which cannot be shown to be justifiable. Our Equal Opportunities in Employment policy can be viewed on our careers website: www.careers.nhslothian.scot.nhs.uk/AboutNHSLothian/EqualOpportunities/Pages/default.aspx

If this post is a healthcare support worker position the post holder will need to follow the Code of Conduct for Healthcare Support Workers. A Healthcare Support Worker is defined as any healthcare worker working within NHS Scotland who is not currently statutorily regulated or in a role that has been recommended for statutory regulation by the Government. The Code of Conduct sets the standard of conduct expected of healthcare support workers and adult social care workers. It outlines the behaviour and attitudes that you should expect to experience from those workers signed up to the code. It helps them to provide safe, compassionate care and support. For more information on the Code of Conduct for Healthcare Support Workers please read the guidance: www.gov.scot/resource/doc/288853/0088360.pdf

Section 9: Code of Conduct for Healthcare Support Workers