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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: WS/2018/047

Job Title: MacMillan Gynaecology Improvement & Development Manager

Grade: Band 7

Location: Royal Infirmary of Edinburgh plus Regional Cross-Site Working

Contract Duration: Fixed for 18 Months

Hours: 37.5 per week

Closing Date: 31 May 2018

Salary Scale: £32,013 - £42,205 per annum 2018/19 Pay Award Pending

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

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.

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Requirements Essential Desirable

Key Personal Attributes / Characteristics

Ability to influence others.

Motivated to achieve results.

Ability to develop strong working relationships across multi-disciplinary teams.

Positive attitude to change.

Ability to prioritise workload and manage competing demands.

Ability to work autonomously with minimum supervision.

Commitment to safe, effective, patient-centred care.

Ability to use own initiative.

Qualifications and Training

Educated to degree level in a business related subject or equivalent.

Post graduate qualification (e.g. SCQF 10) in Change Management / Project Management / Service Redesign or equivalent experience.

Specialist Skills, Knowledge & Experience

Excellent verbal and written communication skills with an ability to communicate well with staff at all levels.

High level of competence using data to support service delivery.

Proven track record in delivering results.

Strong planning and organisational skills.

Advanced level use of MS Word, Excel and PowerPoint

A good grounding in data presentation. Budget / financial management experience.

Experience of application of high level analytical, influencing, negotiation and diplomacy skills across all levels

Understanding of regional and national services.

Work or Other Relevant Experience

Experience in delivering service improvement

Experience of strategic and operational planning. Experience of working in an environment with competing and conflicting priorities, deadlines and workloads. Experience of working within the NHS or similar large and complex organisation.

Operational experience within a healthcare environment

Revised April 2018

Section 2: Person Specification

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1. JOB IDENTIFICATION

Job Title: MacMillan Improvement & Development Manager: Gynaecology Cancer Service Review Accountable to: Service Manager Womens Services Responsible to: Service Manager Womens Services Department(s): Womens Services Directorate: Womens & Childrens Directorate Job Reference: No of Job Holders: 1 Ref: WS/2018/047

2. JOB PURPOSE

To be responsible and accountable for project managing a service review of Gynaecology Cancer Services in NHS Lothian, NHS Fife, NHS Borders and NHS Dumfries and Galloway, linking with SCAN, Health Board management and clinical teams.

To plan, organise and deliver new ways of working and to facilitate collaborative working and capacity planning across the region.

To undertake a service review with agreed project timescales and budget ensuring regional working across a broad range of stakeholders to support the delivery of the project objectives.

3. DIMENSIONS

Responsible for leading on specific projects and outcomes related to service review and redesign.

Day to day project management responsibility for the Regional Review of Gynaecology Cancer Services and associated work streams including project business and administration.

Be a member of the Service Management Team and the NHSL Gynaecology Strategic Planning Group. The post holder will work with senior management and clinical colleagues across a range of specialties to ensure the overall project objectives are achieved Manage the allocation and receipt of non pay MacMillan funding to ensure project objectives are delivered within timescale and budget constraints The post holder is employed within NHS Lothian and there will be a requirement to work flexibly across Lothian and other sites within the region to meet project demands.

Section 3: Job Description

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4. ORGANISATIONAL POSITION

Key: Line management function: Links to other areas / services (no line management)

5. ROLE OF DEPARTMENT

NHS Lothian’s department of gynaecology, including Gynaecology Oncology, sits within Women’s Services, which includes obstetrics, neonatal and gynaecology services. Gynaecology covers a number of inpatient, day-case and outpatient services for women. The gynaecology department has two inpatient ward settings one in the Royal Infirmary of Edinburgh (RIE) and the other in St John’s Hospital (SJH) Livingston. Gynaecology Oncology inpatient treatments are also provided at the Western General Hospital (WGH) in Edinburgh. There are outpatient treatment facilities in RIE, SJH, WGH, Chalmers and Roodland Hospitals.

Women are referred to the team for diagnosis, advice and surgical treatment from Lothian, Borders, Dumfries and Galloway and Fife. The gynaecology oncology team within NHSL see approximately 1000 new outpatients and 700 review outpatients’ p.a.

The team also deliver all gynaecology oncology surgical treatments > 700 p.a..

Service Manager Womens Services

Clinical Team Womens Services

Assistant Service Manager

SCAN

Admin Team Womens Services

Other Gynaecology Units across the region

Director of Womens & Childrens Services

MacMillan Services

Clinical & Management Teams – other related specialties

Project Team Lead This Post

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6. KEY RESULT AREAS

Service Improvement & Development:

1. Analyse performance management data, demand and capacity data to evaluate current and future resource requirements.

2. Plan, organise and deliver new ways of working and to facilitate collaborative working and capacity planning across the region. To use change management techniques including workforce redesign to advise on future service requirements.

3. Plan improvement activities to support service redesign and adjusts plans and strategies as required and propose service change that will impact on regional Gynaecology Cancer Services across the South east of Scotland / SCAN Network

4. Provide specialist training on change management methodologies to best support clinical / managerial staff engagement.

5. To motivate and encourage staff and service users to improve service delivery and performance.

Project Management

1. Responsible for overall management of the project(s) from conception to conclusion, including:

a. development of recommendations relating to future service provision b. production of PID, Project Schedule, Action Plan and regular Highlight Reports. c. creation of business cases and PID’s through to agreement of a clear strategy d. ensure that any recommendations from the review can be realised and continue to be

realised as the project is mainstreamed.

2. Responsible for the identification of risks including risk assessment of each recommendation or proposal. Escalation of risks as appropriate, providing an impact assessment and options required to address issues. Reassess progress of the service review, identifying where there is risk that project objectives or timescales will be not be met. taking remedial action and escalating to line manager to ensure that all aspects of the project are delivered and the desired levels of quality and that benefits are realised.

3. Responsible for supporting or leading service development and change where appropriate, within area(s) impacted on by the project.

4. Responsible for the development and implementation of information and data collection systems to ensure appropriate collection, storage and evaluation of project data.

5. Responsible for undertaking all audits and surveys relating to the project and research as necessary.

Financial Management

1. Manage the allocation and receipt of non pay MacMillan funding to ensure project objectives are delivered within timescale and budget constraints

2. Liaise with finance Business Partner to ensure pay and non pay funding transfer from MacMillan to NHSL.

3. Participate in the development and maintenance of the overarching business and cost models.

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Communications

1. Gain co-operation and agreement across a multi-site multi-disciplinary team regarding the future model of delivery for a regional service

2. To deliver workshops for stakeholders ensuring effective engagement from a wide range of sources

3. Assists patients and service users to understand the project and proposed project outcomes allowing them to contribute to service design.

4. Responsible for the development of a communications strategy ensuring there is a high level of awareness and ownership of the project across all relevant NHS Boards. Ensure that vital information is shared and that key learning points and good practice are disseminated effectively.

5. Develop links across the wider Gynaecology Oncology network (nationally and internationally) to support horizon scanning and effective benchmarking.

6. Lead awareness raising and publicity and networking activities locally and nationally to share learning of the project activities and progress including provision of input to briefings, presentations, reports, publications, newsletters and articles as appropriate.

7. 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 – for audio/visual presentations during meetings

Laptop and projector– for audio/visual presentations during meetings

Telephone – landline and mobile

AV equipment to support cross site / service / NHS Boards meetings / discussions 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:

Regular use of the Internet, Intranet, Outlook email system and Microsoft Office software – Word, Excel, Access, Publisher, Powerpoint – to support programme management/development work and project monitoring / reporting.

Project and Performance Management systems to support planning e.g. Tableau / TRAK and EPR systems used across multiple NHS Boards.

Established database systems, e.g. contact/mailing database, etc Note: New systems may be introduced as the organisation and technology develops, however training will be provided.

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8. ASSIGNMENT AND REVIEW OF WORK

The post holder is accountable to the Service Manager based within Womens Services with whom objectives will be agreed and performance reviewed. Overall direction will be provided through the Steering group however the post holder will be expected to work autonomously, be self directed, with freedom to make judgements within the parameters of their role. Work is reviewed annually through the Personal Development Planning & Review system.

9. DECISIONS AND JUDGEMENTS

The post holder will develop the project plan setting achievable and sustainable recommendations over a determined time frame that will allow the delivery of a completed service review to the expected standard. The post-holder will be expected to make informed, autonomous decisions in relation to the project recognising any issues that may have the potential to have an adverse impact on the timeline of the project and devise and implement steps to eliminate these.

Responsible for all operational decisions relating to the service review and management of the project and outcomes. This includes identification of staff and financial resources and skills required to support the service review and any project recommendations.

Implementation of project controls, making recommendations on changes to the specifications, budgets and schedules to stakeholders and the Steering Group. This will include informing ‘go or no-go’ decisions regarding the readiness of the regional service to deliver against recommendations.

The post involves co-ordinating and prioritising the work of multidisciplinary groups, working at different organisational levels and within different operating contexts. Complex challenges will arise and solutions will require creativity within the conflicting parameters of different stakeholders’ interests, priorities, project specifications, and budgetary contributions.

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

Providing and communicating complex information, models of service redesign and influencing and facilitating significant cultural and organisational change within key stakeholders across multiple health boards without having direct management responsibility for service delivery. Constant requirement for assessment and re-assessment of priorities while managing a wide-ranging and challenging portfolio. Complex financial management associated with resource requirements in a redesigned service model. Reporting requirements to a range of strategic partners. Managing the expectations and requirements of the different stakeholders, individuals, communities, organisations and partners to ensure that the project goals are met and that the scope and responsibility boundaries of each are appropriate and well understood.

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11. COMMUNICATIONS AND RELATIONSHIPS

The post holder will be expected to communicate with a wide range of stakeholders including the

most senior personnel, both internally and externally. The post holder must have excellent

presentation skills with the ability to express coherent and convincing views, verbally and in writing.

Highly developed communication skills to enable key messages of the project to be cascaded

effectively to stakeholders. Skills of persuasion, negotiation, tact and diplomacy will be required

when communicating on behalf of the team.

The post-holder will be expected to demonstrate sensitivity and awareness of “politically” sensitive issues and the need to adjust styles and behaviours to accommodate different situations and cultures. There will be a regular requirement for advanced communication and negotiations skills in challenging situations internally and externally, overcoming adverse reactions and political pressures.

Internal:

Senior clinical staff across multiple health sites – to agree future models of care. Senior Managements teams responsible for delivery of gynaecology cancer care - to support effective regional working Strategic Planning – to ensure links to the Acute Hospitals Plan and development of regional capacity plans and service delivery models. Finance Teams – to support effective options appraisals and costing of recommendations Corporate Management Team – to ensure senior managers are updated on project progress and implications for NHSL and the wider region.

External:

Clinical Teams across other regional Heath Boards – to ensure regional engagement / involvement Other project management teams associated with the gynaecology cancer services – information sharing / learning. Other MacMillan project leads to support effective benchmarking and learning – to maximise opportunities to learn from other projects Scottish Government – health department regarding national / regional funding streams and strategies. Regional Planners – to support effective cross-board involvement and agreement

Post holder may be required to communicate / present through formal presentation to the wider public and patients.

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

Physical:

Standard keyboard skills for producing reports and project plans.

Transferring equipment required for presentations/training sessions across sites.

Mental:

Frequent requirement for long periods of concentration, decision making and report writing is required during which interruptions are frequent due to the nature of the role and organisation.

Requirement for extended periods of concentration required when analysing data, preparing findings and presenting in report format.

Workload may be unpredictable due to changing priorities of the project.

Emotional:

Communicating sensitive issues or unwelcome information to stakeholders of the project.

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

and ways of working.

Environmental:

Regular VDU use.

Requirement to travel between sites and Health Boards to meet with stakeholders and attend project

meetings

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

Training / Education: Degree in a business related subject. Postgraduate qualification (e.g. SCQF 10) in Change Management / Service Design / Project Management or equivalent experience..

Skills and Experience: Experience of working within the NHS or similar large and complex organisation. Excellent verbal and written communication skills with an ability to communicate well with staff at all levels.

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Experience of application of high level analytical, influencing, negotiation and diplomacy skills across all levels. Robust leadership and team working skills, with strong motivational skills. Advanced level use of MS Word, Excel and PowerPoint. A good grounding in data presentation. Budget / financial management experience. Experience of working in an environment with competing and conflicting priorities, deadlines and workloads.

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 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