JOB DESCRIPTION TEMPLATE JOB IDENTIFICATION

JOB DESCRIPTION TEMPLATE JOB IDENTIFICATION Job Title: Responsible to (insert job title): Department(s): Directorate: Strategic Programme Manager - Corporate Planning, Managed Clinical Networks and Public Records Associate Director Strategic Planning Strategic Planning Strategic Planning Job Reference: No of Job Holders: 1 Last Update (insert date): February 2016 2. JOB PURPOSE To lead the corporate work programmes of Strategic Planning, and Public Records for NHS Lothian, including the development, coordination and implementation of the key deliverables of these programmes, including the development of the Local Delivery Plan (LDP). To lead the Diabetes, Respiratory and Heart Disease Managed Clinical Networks for NHSL. To manage the day-to-day coordination of the directorate including the management of administrative resource. 3. DIMENSIONS

The postholder has overall management responsibility for the core business functions, systems and administration of the Strategic Planning Directorate. He/she will be a member of the Directorate s Senior Management Team and will work with other senior colleagues to ensure the overall objectives of the Directorate are achieved. The postholder will also: Control and have significant impact on budgets aligned to the Directorate s strategic and operational delivery of approximately 3.5 million and also through the wider strategic planning function, support the organisation s management of the total 1.4bn Co-ordinate and monitor, on behalf of the Director, other Directorate budgets including the core staffing, staff development and partnership development budgets. This includes working with the Director to develop a plan for LRP on an annual basis. Manage the budgets associated with MCNs and ensure financial balance. Be the champion for good public records practice, ensuring other staff across the system are provided with advice and guidance, ensuring that a level of competencies is set and promoted for c 2,300 staff with individual responsibilities for Public Records Management Have line management responsibility for 6.8 WTE (9 staff), and oversight of the development of the directorate administrative team (6 staff). 4. ORGANISATIONAL POSITION 2

5. ROLE OF DEPARTMENT The 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 Lead for the organisation and efficient running of the annual and mid- year review with the Scottish Government. Aligned to the preparation of both information required by the Scottish Government and the briefing of the Corporate Management Team and the Board. Lead the development of the annual Local Delivery Plan and reporting of progress related to this during the year to the CMT, Strategic Planning Committee and the Board on a regular basis. Lead the development of the annual NHS Lothian Corporate Objectives, and lead regular reporting against the current objectives to the CMT, Strategic Planning Committee and the Board on a regular basis 3

Support the Director and Associate Director of Strategic Planning through developing tailored briefings and papers for CMT, Board, interface with Scottish Government and other agencies as required. Manage the administrative resource for the directorate. To oversee business continuity plans for the Directorate in relation to strategic planning and analytical services functions. Public Records Through the Executive Director, has the authority to direct and lead NHS Lothian executive and senior management in developing and implementing a unified Public Records infrastructure and capacity in partnership with staff and management. Responsible for the development, maintenance and implementation of the organisation s records management programme as detailed within the Public Records (Scotland) Act 2011. Managed Clinical Networks Develop and lead workplan for MCNs within remit, including effective ensuring effective clinical engagement in all elements of the work; Lead engagement between NHSL and IJBs on MCN workplans and delivery. Submit regular progress reports to the Scottish Government relating to the relevant 5 year national improvement plans Core Business Management Functions Lead, develop and manage all core Directorate business functions efficiently and effectively to support the delivery of the Directorate s objectives Manage the organisation of and support for cross-directorate processes and events such as the Directorate s Board / Committee reports, ensuring deadlines are met and corporate procedures and formats are adhered to. 7. SYSTEMS Equipment: PC & routine MS Office applications Data analysis software and specialist risk management software; (DATIX) Project Management software (MS Project) Personal Digital Assistant & other standard office equipment (photocopier, telephone) 4

Internet search engines & web based e-mail & diary facilities Presentation aids & associated equipment used to design & present information Mobile phone Teleconferencing and video conferencing facilities within and out with NHS Lothian Systems: NHS Lothian Public Records Folder Risk Control Plan system (Datix) EKSF Policy development, consultation & approval system - writing and approving policies, procedures Relevant plans of partner organisations. Maintaining project status within the shared area of Strategic Planning to ensure a knowledge database of programme and project information is developed. Use of Internet and Intranets for research, education, obtaining of management information. Manual and electronic filing system. Filing and management of paper and electronic records. Other Resources Business support Subject Matter Experts 8. ASSIGNMENT AND REVIEW OF WORK The post holder will be responsible to the Associate Director and be a member of the Directorate Senior Management Team. The post holder s work is essentially self-directed and requires a high level of initiative as well as expertise. The post holder must be flexible and professional in responding to changing situations and priorities, across the multi corporate initiatives for the work programmes of Strategic Planning and Public Records for NHS Lothian, managing multiple tasks and have the ability to prioritise. Work is reviewed by Line Managers at appropriate intervals (no less frequently than monthly) is subject to the formal appraisal of performance system, taking responsibility for delivering against agreed personal annual objectives. The Board s Audit and Risk Committee has a role in over viewing standards and compliance with the appropriate legislation. 5

9. DECISIONS AND JUDGEMENTS There is considerable freedom to act and a requirement to interpret legislation and strategies from the Scottish Government Health and Justice departments e.g. the Public Records Act (Scotland) 2011, The Keeper of Records of Scotland Model Records Management Plan. The post holder has maximum discretion as both specialist advisor and senior manager and decisions are based on experience and professional judgement. These judgements are based on the analysis, interpretation and comparison of a wide range of complex, and at times sensitive facts / information / situations. The interpretation and assessment can lead to a wide variety of potential outcomes from insisting that a plan is rewritten to identification of new ways of working across NHS Lothian. 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB Bringing together disparate views and making a system that works whilst balancing competing demands within a highly complex organisation, whilst having the focus to quickly establish priorities and to ensure that required actions are followed through. Challenging executives and other senior managers to provide details of their approach, robustness and performance against plans and in cases of non-compliance recording issues against those on NHS Lothian Corporate risk register. Autonomously managing concurrent initiatives/developments and delivering results within agreed timescales of work programmes of Strategic Planning and Public Records Management 11. COMMUNICATIONS AND RELATIONSHIPS The post holder is required to demonstrate advanced interpersonal and negotiation skills to facilitate effective engagement of key stakeholders within the programmes of work. Required to give formal presentations on programme objectives, progress and outcomes to diverse groups of staff across NHS Lothian and external bodies inclusive of Scottish Government and The Keeper of the Records of Scotland. With the ability to respond to any questions which may arise. The post holder will establish links and interdependencies that will be required to engage other NHS Lothian Committee Boards and Groups. Establish and maintain links to external organisations and agencies to ensure that NHS Lothian liaises with and is appropriately represented on local & national planning & decision-making committees e.g. NHS Scotland Records Management Forum, NHS Scotland National MCN Forums. 6

Liaising with other public records and risk specialists. Maintaining close links with key contacts throughout NHS Lothian and other NHS Health Boards. Working with Executive Directors, Senior Managers and Health & Social Care Partnerships; on committees and groups and through direct personal contact. Maintaining an open line and regularly contacting Scottish Government Public Records Staff, Keeper of the Records of Scotland Advising, supporting and being a point of contact for all staff in NHS Lothian clinical and nonclinical services The post holder must be sensitive to the welfare, feelings and perceptions of public, patients and staff and will on occasion be involved in difficult and sensitive issues,. This could include, dealing with members of staff in relation to allegations of sub-standard or unsatisfactory Public Records Management arrangements. The post holder is expected to regularly devise and deliver formal training in the form of seminars, presentations and table top and similar exercises to staff through a multitude of groups. This involves training groups of up to 100 staff at a single session. Direct liaison with stakeholders throughout NHS Lothian, e.g. Senior Managers, and all other levels of staff (face-to-face meetings and delivery of presentations, as well as telephone and email communications). 12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB Physical Skills Extended periods (daily) of VDU and keyboard work. Physical effort Transferring equipment required for presentations/training sessions. Mental Potential high intensity effort may be required at very short notice due to short deadline work demands. This will necessitate willingness to work outside normal working hours and work under pressure. There is a high mental effort associated with this position. There is a degree of adversity associated with the role and sound negotiation skills are required to balance this. There is a significant level of complex detail to be assimilated when compiling complex reports and corporate plans, bringing together information from a number of differing sources. Due to the importance of reports and papers produced accuracy is paramount and so this work requires periods of intense concentration and attention to detail. Whilst the post holder has discretion to plan workload, this will often be subject to interruption or change at short notice to match the demands of the organisation. Ability to prioritise is critical. 7

Emotional The post holder is occasionally required to facilitate potentially emotive meetings or training events where there are direct challenges to the post holder due to the nature of the programmes. The post holder must demonstrate their ability to response to these various emotions in a diplomatic, empathetic way. Environmental Travelling associated with the role which may be across Lothian sites and beyond. 13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Qualifications A degree or equivalent and significant post graduate work experience (ideally within NHS). Experience Have significant experience of multi-agency/partnership working, either in the NHS or in a public sector environment. Have project management experience, with demonstrable expertise in analysing problems and identifying solutions. Have knowledge of Health Service Management. Have experience of planning and organising training and communication exercises. Qualities/ Skills/ Aptitudes Have excellent, highly developed, all round communication and report writing skills including motivation, negotiation and persuasion skills to overcome barriers to understanding and enabling all stakeholders to contribute to reports, plans and processes. Have an ability to operate under pressure. Chair and effectively administering corporate-level or specialist-level committees, groups and networks. Demonstrate a comprehensive awareness of Public Records Act (Scotland) 2011 and related legislation and Guidance Be willing to travel to different work locations as required. Have advanced computer literacy. Be an enthusiastic ambassador for the organisation, its stakeholders and partners with a personal and professional demeanour, credibility and presence. Demonstrate tact and diplomacy and sound negotiating skills in all interpersonal relationships with the public and work colleagues. Demonstrate commitment to continual professional development and assessment. Enhanced understanding of NHS Lothian direction, priorities and structures 8

14. JOB DESCRIPTION AGREEMENT Job Holder s Signature: Head of Department Signature: HR Representative Signature: Date: Date: Date: 9