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2 Contents Section Section 1: Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: Section 8: Section 9: Introduction to Appointment Person Specification Job Description NHS Lothian Values General Information for Candidates Working in Edinburgh and the Lothians Workplace Equality Monitoring Equal Opportunities Policy Statement Code of Conduct for Healthcare Support Workers

3 Section 1: Introduction to Appointment Reference Number: NHSL/2017/0260 Job Title: Major Trauma Project Manager Grade: Band 7 Location: Waverley Gate Contract Duration: Fixed Term, 2 years Hours: 37.5 per week Closing Date: 8 th June 2017 Salary Scale: 32,013-42,205 per annum Apply on-line **Please note the address you provide on the application form will be used to communicate any further correspondence relating to this vacancy so please check your TRASH and SPAM folders**

4 Major Trauma Project Manager Strategic Planning Department Fixed term for 24 Months An exciting opportunity has become available for a Project Manager required to provide implementation support in the development of a South East of Scotland Major Trauma Network and Service. The post will be based within the strategic planning department based at Waverley Gate and will have a key role to support clinical services plus collaboration with other NHS Boards and Partnerships in the South East of Scotland. Applicants must have a good understanding of Project Management, Computer Applications, Administration Services and Staff Management Project Manager Strategic Planning Band 7, Full Time 37.5 hours per week The post-holder will be accountable to a Martin Hurst, Strategic Programme Manager and will provide a full range of high standard project management tasks to support programme team members. Informal enquiries to: Martin Hurst, Strategic Programme Manager, , (ext 35583) Apply on-line at Closing date for completed applications: 2 weeks from date the advert is placed on show

5 Section 2: Person Specification NHS LOTHIAN Post: Major Trauma Project Manager L-GEN-AS-BAP-PTM 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 Personal Traits Proven management qualities Diplomatic and able to enage with people in a positive, encouraging way Ability to priorities/organise work load Adaptable, flexible and innovative approach to work Good personal insight to strengths of self and team and an ability to work under pressure and meet deadlines Understands and demonstrates the NHS Lothian s values Committed driven and able to display tenacity to overcome challenges Resilience when managing set backs How Assessed P/I/R Qualifications and Training Experience and Knowledge Degree or equivalent qualification Prince 2 practitioner or equivalent APM experience Experience in the delivery of complex projects Management qualification or equivalent experience at a senior level Evidence of significant personal development through formal courses and /or experience NHS/health organisation experience at a A/C/I A/I/R

6 Skills and/or Abilities Specific Job Requirements Knowledge of the principles of change Line management experience Coaching mentoring experience Ability to manage all aspects of project lifecycle Proven track record in evidence based decision making Excellent interpersonal and communication skills Strong motivational, influencing and negotiating skills proven experience of success with a wide variety of stakeholders Excellent use of IT programmes (word, excel and PowerPoint) Excellent analytical skills-ability to analyse complex data and design data systems Responsible for managing the delivery of projects and discrete programmes of work as allocated by senior responsible officers Able to effectively chair and manage complex meetings with multi-disciplinary teams Identify training needs and as required create and deliver training to project managers and teams Collaborating with project team and stakeholders to ensure successful delivery of project Lead, motivate and manage the performance of project team to ensure contribution to projects success is maximised management level Knowledge of service improvement tools and techniques Risk managementidentify and assess project risks, developing action plans to mitigate them Sound understanding of NHS financing Knowledge and applied understanding of the context and challenges of leaders in the NHS I/P I A = Application form C = Copies of certificates P = Presentation Key how assessed I = Interview T= Test or exercise R = References

7 Section 3: Job Description 1. JOB IDENTIFICATION Job Title: Project Team Manager (Band 7) Accountable to: Responsible to: Department(s): Directorate: Associated Director of Strategic Planning Strategic Planning programme Manager RIE site Strategic Planning Strategic Planning No of Job Holders: 1 2. JOB PURPOSE To plan, manage and deliver agreed project(s) within timescales and budget ensuring collaborative working across a broad range of stakeholders to support the delivery of the project objectives. Directly manage and be accountable for the project team and all associated budgets.

8 3. DIMENSIONS The post holder has day to day management responsibility for the Major Trauma Network and associated work streams project business and administration. He/she will be a member of the Major Trauma Centre Programme Board and support the regional network group. The post holder will work with other senior colleagues to ensure the overall project objectives are achieved. FOR EXAMPLE: The total activity for the MTC at RIE is assumed to be c primary major trauma cases with a number of secondary transfers to be confirmed. There will be a further level of activity which is overtriage and detailed work is required to understand the implications of this for both centre and units. The key national priorities addressed by this proposal are; 1) Patients who have suffered major trauma are taken to a MTC admitted under the care of a Major Trauma Service 2) Major Trauma patients admitted to a MTC have a rehabilitation plan written 3) Major Trauma patients admitted to a MTC, who have a rehabilitation plan, have it written within three days of admission 4) Patients who have survived Major Trauma have their functional outcomes assessed at specified timelines 5) Patients with a severe head injury have a CT scan within 60 minutes of arrival 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 Strategic Planning and Modernisation Directorate Executive Nurse Director / Director of Strategic Planning REAS and Prison Healthcare Associate Director of Strategic Planning Associate Director of Maternal and ChildHealth and Young People's Services Child Health Commissioner Strategic Programme Manager RIE Major Trauma Centre Clinical Lead Project Manager Major Trauma Network This post Administration Assistant [ Key: represents professional accountability

9 5. ROLE OF DEPARTMENT NHS Lothian comprises four main hospital sites (The Royal Infirmary of Edinburgh, The Western General Hospital, the Royal Edinburgh Hospital, and St John s Hospital) and corporate functions. NHSL is also a partner in four integrated joint boards (IJBs) bringing together primary and community healthcare services, adult social care services, which also have strategic planning responsibility for delegated functions provided within acute services. The Strategic Planning Directorate is responsible for developing effective strategic healthcare plans to meet the needs of the people of Lothian and beyond, and ensuring the delivery of those plans, including meeting specific targets, co-ordinating the modernisation of the NHS in Lothian and provision of services which promote equitable access for all members of the community. The Directorate is also responsible for the promotion and development of partnerships and partnership/joint working with other NHS Boards, with local authorities, other statutory partners (e.g. police, Communities Scotland, etc.) and service users and the public, ensuring that we and the partner organisations align service plans in support of efficient, effective and equitable delivery of health and social care services to the people of Lothian. As of April 2016, the Directorate has a key role in ensuring that the strategic plans of IJBs are aligned with plans for NHS Lothian s retained services. These responsibilities include: Strategy development and strategic planning for NHS Lothian s retained services, and for delegated functions in partnership with IJBs; Developing, producing and monitoring the implementation of the Lothian Hospitals Plan in partnership with IJBs, other health boards, the Scottish Government, the third sector, and other public sector bodies; Co-ordinating and monitoring the modernisation of NHS Lothian healthcare services, including service redesign, Managed Clinical Networks (MCNs) and modernisation programmes; Ensuring that infrastructure development across all areas of NHS Lothian is fully aligned with and supports the healthcare delivery and joint service planning led by the directorate; Regional and national planning; 6. KEY RESULT AREAS Project management 1. Responsible for overall management of the project(s) from conception to conclusion, including development of business case and project initiation documentation through to development and agreement of a clear exit strategy to ensure that the benefits of the project continue to be realised and the project is mainstreamed as appropriate. 2. To develop and maintain a comprehensive project plan specifying the project goal structure, resource requirements and costs for delivery involving all key stakeholders to ensure delivery of projected efficiencies. 3. Responsible for management of risk including risk assessment of each phase of the project, escalation of risks to the line manager, Project Board / Steering Group and others as appropriate, providing an impact assessment and options required to address issues. 4. Review on an ongoing basis progress of the project, identifying where there is risk that project objectives or timescales will be not be met, taking remedial action to bring the project back on track as required and ensuring that all aspects of the project s delivery achieve the desired levels

10 of quality and that benefits are realised. 5. Lead the development and implementation of all policy relating to the project ensuring engagement of key stakeholders across project service areas. 6. Responsible for supporting or leading service development, where appropriate, within area(s) impacted on by the project. 7. Responsible for the development and implementation of information and data collection systems to ensure appropriate collection, storage and evaluation of project data. 8. Responsible for undertaking all audits and surveys relating to the project and research as necessary. Financial management 1. Responsible for the project budget, including cost control, tracking and reporting as appropriate to local and national Project Boards of all local Project Costs. Participate in the development and maintenance of the overarching business and cost models. People management 1. Manage responsibility for the Project Team including recruitment / secondment of resource into the Project Team, workforce planning, absence management, coaching / mentoring, identification of development needs, managing disciplinary and grievance procedures etc. 2. Mentor and supervise Project Team members ensuring that they develop an understanding of the project and methodologies and its contribution to NHS Lothian s wider strategic priorities and activities. 3. Initiate, plan, implement and evaluate training programmes and practice development initiatives on a multi-professional basis, to ensure understanding and embedding of the project. Communications 1. As a key member of the project board / steering group responsible for provision of regular progress reports, briefings and papers on the progress of the project, identifying areas of risk which may impact on achievement of project objectives and overall performance. 2. Responsible for the development of a communications strategy ensuring there is a high level of awareness and ownership of the project, that vital information is shared and that key learning points and good practice are disseminated effectively. 3. 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. 4. 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

11 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 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 Established database systems, e.g. contact/mailing database, etc Intranet/Internet for accessing information sources to support project implementation Note: New systems may be introduced as the organisation and technology develops, however training will be provided. 8. ASSIGNMENT AND REVIEW OF WORK The post holder is accountable to the work stream operational lead, Project Board / Steering Group with whom objectives will be agreed and performance reviewed. Overall direction will be provided through the Project Board / Steering group however the post holder will be expected to work autonomously, be self directed, with freedom to make judgments within the parameters of their role. Work is reviewed annually through the Personal Development Planning & Review system. 9. DECISIONS AND JUDGEMENTS The postholder will be expected to develop the project plan setting achievable and sustainable objectives over a determined time frame that will allow the delivery of the project to the expected standard. The postholder 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 management of the project, including staff and financial resources and skills required, implementation of project controls, making recommendations on changes to the specifications, budgets and schedules to stakeholders and the Project Board / Steering Group. This will include informing go or no-go decisions regarding the readiness of the project to be implemented. 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.

12 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB Communicating complex technical information, models of service redesign and influencing and facilitating significant cultural and organisational change within key stakeholders 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 budget management requirements associated with funding contributions and reporting requirements of 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. 11. COMMUNICATIONS AND RELATIONSHIPS The postholder will be expected to communicate with a wide range of stakeholders to the project, 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. To undertake the role will require 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 on the RIE site associate with care of trauma. Senior Managements teams responsible for delivery of acute care Finance Teams Corporate Management Team External: Clinical Teams within other regional Heath Boards Other project management teams associated with the implementation of Scottish Major Trauma networks Scottish Government Scottish Ambulance Service Regional Planners Post holder may be required to communicate / present through formal presentation to the wider public and patients.

13 12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB Physical: Standard keyboard skills for producing reports and project plans. Requirement to travel between sites to attend project meetings. 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. 13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Training / Education: Degree in a business related subject. Postgraduate diploma / qualification in project management e.g. PRINCE 2 accreditation 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. Ability to use high level analytical, influencing, negotiation and diplomacy skills across all levels. Strong leadership and team working skills, with good team management and 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 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:

15 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: 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 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: 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

16 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: or visit our Careers website: 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: 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

17 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: Section 6: Working in Edinburgh and the Lothians 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: /default.aspx

18 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. Section 8: Equal Opportunities Policy Statement 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 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: px Section 9: Code of Conduct for Healthcare Support Workers 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.

19 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: