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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: NHSL/2018/0386

Job Title: Project Assistant SCAN

Grade: Band 3

Location: Waverley Gate

Contract Duration: Permanent

Hours: 37.5 per week

Closing Date: 17th April 2018

Salary Scale: £17,760 - £20,727 per annum

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

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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NHS LOTHIAN

Post: Project Assistant, South East Scotland Cancer Network (SCAN)

PERSON SPECIFICATION

In order to be shortlisted you must demonstrate you meet all the essential criteria and as much of the desirable as possible. When a large volume of applications are received for a vacancy and most applicants meet the essential criteria then the desirable criteria is used to produce the shortlist.

Criteria

Essential

Desirable

How assessed

Personal Traits

Understands and demonstrates NHS Lothian’s values of quality, teamwork, care & compassion, dignity & respect. Displays an attitude of openness, honesty, responsibility and loyalty within the team. Shows appropriate interaction with colleagues in a friendly manner. Ability to influence others Motivated to achieve results Positive attitude to change Enthusiastic, positive attitude

A I

Qualifications and Training

HND or equivalent qualification Administration / web related qualification

A C

Experience and Knowledge

General administration, including diary management, meeting preparation and minute taking. Previous experience in a secretarial/PA role Good knowledge MS Office Knowledge of administrative procedures Information Management experience Working with patients Experience of gathering and establishing user requirements

Working with patients Experience of working in NHS Experience of communicating with a wide range of staff Experience of using Sharepoint Experience of health research/clinical audit/health information

A I R

Section 2: Person Specification

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Skills and /or Abilities

Excellent IT skills Computer literate Excellent communication skills, both verbal and written Good interpersonal skills Effective organisational and planning skills Good analytical and problem solving skills Ability to prioritise workload, manage competing demands and use own initiative Effective and committed team member Ability to develop strong working relationships across multi-disciplinary teams Ability to work autonomously with minimum supervision

Time management Pro-active approach Statistical awareness Medical terminology

A I T R

Specific Job Requirements

Occasional travel across the South East of Scotland

I C

Key – how assessed

A = Application form I = Interview

C = Copies of certificates T= Test or exercise

P = Presentation R = References

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1. JOB IDENTIFICATION

Job Title: Project Assistant (Band 3) Responsible to: Patient Involvement Manager Department: Hosted by SCAN Directorate: Hosted by Strategic Planning Operating Division: Hosted by Lothian Health Board Job Reference: No of Job Holders: 2

2. JOB PURPOSE

The postholder will provide administrative and technical support to the Project Manager / Team, including acting as first point of contact for any enquiries. The postholder will be responsible for the maintaining all project databases and systems, including train users in their operation.

3. DIMENSIONS

The South East Scotland Cancer Network is made up of four constituent network areas; covering Fife, Lothian, Borders and Dumfries & Galloway. The network covers all organisations with an interest in cancer services within these NHS Board areas – Local Health Councils, cancer patient support groups, universities, local government bodies (particularly social work and planning).

Across the SCAN network the population served is approximately 1.5 m (approx 25% of the Scottish population) but wider for those patients from across Scotland who access the specialist tertiary services provided in NHS Lothian. In SCAN there are approximately 8,500 patients newly diagnosed with cancer annually.

Nine regional Tumour Specific Groups (TSGs) have been established, together with a range of regional groups (e.g. Chemotherapy Advisory Group and Chemocare Management Group) to drive forward improvements in care and outcomes in Cancer services across the South East of Scotland.

Patient involvement is central to the work of the Network and the post holder will support the Patient Involvement Manager and Project Support Manager across the range of initiatives, including TSG patient representatives, patient, carer and cancer support groups and the SCAN website.

Section 3: Job Description

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Author, edit and facilitate the review of information resources for patients and healthcare professionals on the SCAN Website.

To provide administrative support to the Patient Involvement Manager and SCAN’s Patient and Carer Groups.

Ensure that information about SCAN on the SCAN Website is kept up-to-date.

Provide help and support to SCAN’s Project Support Managers with regard to updating and developing the SCAN Website.

Help organise events to promote awareness of SCAN and the website and elicit feedback.

Support the PI Manager in taking a strategic approach to patient involvement, e.g. proactively gather information and intelligence to build relationships and plan events across the SCAN Network

The postholder is employed within NHS Lothian and there may be a requirement to work flexibly across Lothian to meet service demands.

4. ORGANISATIONAL POSITION

5. ROLE OF DEPARTMENT

SCAN (SE Scotland Cancer Network) is a 'managed clinical network', bringing together cancer professionals and organisations from primary, secondary and tertiary care to work in a co-ordinated manner, transcending geographical, organisational and professional boundaries to ensure equitable provision of high quality, clinically effective, patient-centred cancer services throughout SE Scotland. Cancer networks are highlighted as a key development in Our National Health, are the cornerstone of the national cancer strategy Cancer in Scotland and a key part of the recent strategy Partnership for Care.

South East & Tayside Regional Cancer Advisory Group

(SEAT/RCAG)

Regional Lead Cancer Clinician

SEAT Director of Regional Planning

Modernisation Manager: Projects & Planning Support

X1 Personal Assistant Regional Audit Manager

X1 Senior Audit Facilitator X1 Audit Assistant

X6 Haematology and Oncology Audit Staff

X 1 Project Support Manager

Regional Cancer Network Manager

Patient Involvement

Manager

X1 Project Assistant

This Post

X 1 Project Support Manager

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The Network Team is responsible for driving and enabling the improvement of cancer related services through development of cancer MCNs in the region, ensuring that national and local standards are met and clinical practice is developed consistently.

Key roles are to ensure high quality, equitable, patient driven, coordinated cancer services across Prevention, Screening, Diagnosis, Treatment, Information Provision, Palliation and Bereavement such that cancer incidence, morbidity and mortality is decreased, whilst patient empowerment, knowledge and quality of life is increased.

6. KEY RESULT AREAS

1. Provide a comprehensive administrative and project support service including organising project meetings including taking and drafting minutes, co-ordinating project events and general administrative tasks. These tasks will be in support of the Project Manager and other members of the project team.

2. Deal with enquiries to the project office, which may be by telephone, e-mail or written

correspondence, determining whether to respond or where it is necessary to re-direct on to other members of the project team. Ensure that all parties involved in the project are kept informed of relevant communications.

3. Responsible for the development of electronic and paper systems within the office, for the safe

storage of documents and information related to the projects and for use during both internal and external audit purposes. This is to support tracking of stages of the entire project from inception to completion.

4. Responsible for preparing and communicating project updates for service users in either written or

presentation format ensuring that all stakeholders are kept fully informed at all times.

5. To contribute to the development of the project website and to update this as required.

6. To provide project training to end users in systems / processes relating to the project.

7. Responsible for monitoring and ordering stationary and supplies for the project team.

8. Ensure compliance with all administrative, project and relevant NHS Lothian policies.

9. 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: Use of a range of general office equipment on a continual basis, including: 1. Personal Computer 2. Laptop and projector

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3. Photocopier (including scanner) 4. Laminator, guillotine, binder, shredder 5. Telephone 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: 1. Regular use of the Internet, Intranet, Outlook email system and Microsoft Office software – Word,

Excel, Access, Publisher, Powerpoint 2. Established database systems, e.g. contact / mailing database, etc 3. Editing software for the development of the intranet/internet pages Note: New systems may be introduced as the organisation and technology develops, however training will be provided.

8. ASSIGNMENT AND REVIEW OF WORK

Work is generated by Project Manager, members of the Project Team or arising from meetings, emails or correspondence. The post holder is required to prioritise work and use their initiative in order to achieve the goals set within the agreed timescales however senior Project staff are available for support. Performance is reviewed by the Project Manager against objectives agreed at annual appraisal.

9. DECISIONS AND JUDGEMENTS

The postholder will be required to plan, prioritise and organise their own workload on a daily basis to meet the timeframes for the project. The post holder must make decisions regarding issues they are able to deal with and when to refer on to the Project Manager of another member of the Project Team. In particular they must make decisions regarding information to convey being aware of the confidential and sometimes sensitive nature of the information available to them. This is particularly relevant when responding to requests for information.

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

Dealing with the extensive range of information related to the projects and being able to identify, access and utilise the information appropriately. Achieve timescales for completion of work and be able to respond timeously to changing demands.

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11. COMMUNICATIONS AND RELATIONSHIPS

The post holder is expected to develop and maintain effective communications and working relationships, both internally and externally, and to communicate routine information to appropriate members of staff related to the projects and planning department. Communication will be verbal, face-to-face, written correspondence or electronically.

Internal

The post holder will liaise with service users and personnel relating to the project with regard to the gathering, collation and dissemination of information related to the projects.

External

In consultation with the Project Manager the post holder will liaise with external contacts in relation to specific information required for the projects.

In consultation with the Project Manager the post holder will liaise with external agencies, e.g. Local

Authority Planning Department, in relation to specific information required for the projects.

12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB

Physical:

Sitting at desk for reading of documentation, computer use, report writing and correlation of material for

long periods of time.

Mental:

Concentration required when manipulating and inputting data and dealing with enquiries; workload

unpredictable due to changing priorities.

Emotional:

Communicating sensitive issues with the multidisciplinary team.

Liaising between groups of colleagues in different organisations who may have conflicting agendas, and

ways of working.

Environmental:

Continuous use of a VDU.

Attending meetings / working across multiple sites.

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

Qualifications/experience SVQ111/HNC level qualification in business administration / other relevant subject and experience in a similar administrative role. Previous experience in working in a project environment/management.

Skills Proficient in use of Microsoft Office software, e.g. Word, Excel, Access, PowerPoint. Knowledge of intranet/internet editing software. Good keyboard skills. Ability to work under pressure and meet deadlines. Effective interpersonal, organisational, communication and decision-making skills. Ability to work both as part of a team and use own initiative when required. Experience of stock 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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ADDENDUM TO JOB DESCRIPTION – ADDITIONAL RESPONSIBILITIES FOR

TEMPORARY PERIOD

Current Job Title: Project Support Assistant

Current Unique Identifier: L-GEN-AS-BAP-PA (obtainable from your line manager)

This should provide the detail of additional responsibilities taken on for a temporary period, beyond those outlined in the postholders current job description plus any further knowledge and/or experience required to support these.

The postholder will also contribute to the aims of the SCAN Audit Team to ensure that complete, accurate, and timely data is available on an ongoing basis. This is to enable the care given to cancer patients and the outcomes of care, to be quality assured, and to enable improvements in care to be identified and implemented.

The work takes place within the current national clinical governance and effectiveness scene, which places obligations on cancer services within the NHS to ensure availability of accurate and complete data for measurement of national clinical effectiveness targets, standards, and performance indicators, for monitoring and improving patient care.

This requires ongoing recording, to tight timetables, of high-quality (accurate and complete) datasets for all newly-diagnosed cancer patients in the designated cancer site(s) in services across the SCAN region.

It is essential that data on individual patients is handled fully within the requirements of data protection and confidentiality. Analysis of data provides results which are sensitive and may prove contentious, with issues about appropriate dissemination.

Data to be collected:

Up to 125 data fields collected depending on cancer site, covering presentation, investigation, diagnosis, treatment – surgical, medical, radiotherapy, chemotherapy.

Detailed nationally published definitions for each data field which may require careful interpretation

Data recorded on a variety of audit databases and IT systems with links within the organisation and across the region to ensure efficiency and accuracy of data capture

Audit services and expertise supports this work to ensure the ongoing efficient collection of complete nationally-agreed cancer datasets, and the analysis and reporting of routine

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and ad hoc reports on complex and sensitive data. With good quality data NHS boards and hospitals can review the clinical quality of cancer services and their practice against guidelines and make changes where necessary. It allows for monitoring of core clinical indicators and outcomes. It can contribute data for assessing capacity and demand enabling planning for future requirements

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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 Legislation Please note that any personal information obtained from you throughout the recruitment process will be collected, stored and used in line with Data Protection Legislation. 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. Changes to Disclosure and Rehabilitation Regime In September 2015 the Scottish Government made changes about what conviction information needs to be disclosed. The rules are complicated, so it is important you read the guidance below as part of making your application. NHS Scotland is exempt from the 1974 Rehabilitation of Offenders Act (Exclusions & Exceptions) (Scotland) Order 2003. As part of any offer of employment candidates will be subject to one of the following:

For posts in regulated work – Protection of Vulnerable Groups Scheme membership

For all other posts which are subject to a criminal conviction record check – A Police Act check

For posts not subject to a criminal conviction record check – A self-declaration

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For further information please visit our careers site: http://careers.nhslothian.scot.nhs.uk/HelpAndAdvice/Recruitmentofexoffenders/FAQsdisclosurescotlandandselfassessmentform/Pages/default.aspx

Disclosure Scotland Where a Police Act 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 on our careers webpage: http://careers.nhslothian.scot.nhs.uk/HelpAndAdvice/Recruitmentofexoffenders/Pages/default.aspx

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 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.

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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

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.

Section 6: Working in Edinburgh and the Lothians

Section 8: Equal Opportunities Policy Statement

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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 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